Administration Associate | English | Temporary

This position handles all administrative, secretarial and other support related activities for the International Leadership Team and manages Internal meetings and External (Marketing / Customer) meetings. To accomplish this, a number of key responsibilities are listed:
RECEPTION

• General Administrative and Reception tasks, such as:
  • answering telephone;
  • welcoming guests to the office;
  • internal distribution of incoming post, etc.;
  • preparing letters, e-mails and presentations, filing etc.;
  • mail shots and general outgoing mail.
  • Maintaining and ensuring an efficient, workable office environment, including:
  • responsible for ordering and maintenance of groceries, office supplies, catering, and handling deliveries/pick-ups;
  • liaising with building manager for facility services, in absence of the Office Manager EMEA.
• Dealing with visitors to the office, from providing route descriptions to boardroom arrangements.
• Preparation and distribution of weekly movement sheet.

GENERAL

• Support the International Leadership Team in their daily business responsibilities: coordinate meetings and team meetings, organize (complex) international travel and accommodation in collaboration with the Back Office Team; generation of documents, Visa applications, expenses, reports, minutes, presentations, special projects and general administrative support.
• Organizing logistics and support onsite of internal meetings, if required, in collaboration with the Back Office Team. 
• Manages the yearly calendar for the International Leadership Team.
• Support employees with regards to travel and accommodation, if required.