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**MAIN ACCOUNTABILITIES**:
- Organization of meetings (manage the agenda of the VPs, and to a lesser degree the GMs),
- Book meeting rooms / set up conference/video calls,
- Coordinate special events (for example seminars, Christmas party, farewells, team events etc...),
- Some support in preparing Power Point presentations and occasionally excel files,
- Manage business trips (bookings, procurement of visas, travel expense accounting and billing, reinvoicing) and approve in KDS online tool as delegate to the VPs and GMs. Travel support may be extended to other team members on request.
- Support HR department in the integration process of new comers:
- Coordinate desk's assignments, order office supplies & IT/phone equipment
- explanation for expense notes, travel bookings, credit card orders and assistance with other online tools.
- Completion of correspondence, receive/print contracts/letters (from different stakeholders) obtaining signatures and send back by scan/DHL, archives, store file cabinets for the VP
- Coordination of internal communication (group mailings to team, notifications etc)
- Responsible for the registration of sick leaves and vacation for the employees working in the department via SAP, as well as updating the employees’ files & storing documents
- Personal support to the VPs (company car checks, reservations...),
- Occasional back-up to the assistants of the VPs & GM in Group Finance teams. We expect willingness to collaborate with the other PAs and to help out proactively, according to the workload/vacation of each
- Raise purchase orders and manage invoices for the department via JOEY SAP.
- Take care of tax portal maintenance
**EDUCATION AND EXPERIENCE**:
- 5-10 years of experience as assistant in an international environment (ideally in a tax/finance or legal department)
- Discreet, reliable and dutiful
- Proactive
- Flexible in terms of working hours and tasks
- Well developed skills in MS Office and Sharepoint
- Fluent in English and French. Any other EU language would be an asset
