Team Assistant Tc

Team Assistant TC
- KEY EXPECTED ACHIEVEMENTS
Collaboration with the Manager:

- Organizes the Manager’s professional trips: manages the logistics through the existing tool, gathers travel documents, complete the expense reports.
- Works out the annual Entity calendar taking into account the calendar distributed by the Entity Executive Assistant.
- Distributes the calendar to the Direction team on a date identified with the Manager.
- Organizes the meetings and seminars within the calendar while respecting all the deadlines.
- Organizes meetings (logistics and planning): suggests meetings’ agendas, attends if needed and writes the meeting minutes.
- Ensures the tracking of actions identified within the meetings. (Optional).
- Organizes occasionally the Entity’s events (seminars, team buildings )
- Provides the Manager with all the elements/files/presentations/reportings necessary to his/her activity within the deadlines and with a critical eye.
- Analyzes the elements/files/presentations/reportings necessary to the Manager’s activity. (Optional)
- Forwards pertinent information to the Manager and the team.
- Suggests evolutions to the Manager (Tools, organization )
- Ensures the permanent relay of information between the Manager and his/her interlocutors (N-1, N+1 )

Preparation and/or management of files:

- Manages complementary assigned missions independently (eg EP correspondent, budget monitoring, dashboards etc.)

Extended Support to the team:

- Manages the Personnel administration: recordings and specific tasks within the deadlines (other than vacation absenteeism, medical visits, mandatory trainings, mutation forms, newcomer welcome, departure...)
- Manages computer accesses at arrival and departure of team members (material and various networks / meeting rooms’ accesses).
- Organizes meetings taking into account: deadlines, timing, participants, connections, agenda and venue.
- Identifies needs and manages requests within the deadlines, following the rules and procedures.
- Monitors the requests.
- Delivers information meetings to the team and/or organizes trainings for the team.
- Applies the rules for archiving and classification and educates the team.
- Archives all legal and regulatory documents.
- Greets and directs visitors of the entity.

Purchase management of the entity
- Processes orders and purchase requests for the Entity through the available tools: manages the requests, checks and tracks the orders and purchase requests, receives purchase orders, and forwards invoices without order to external service.
- Validates invoices without order by delegation. (Optional)
- Ensures that rules and procedures are applied by the team.

Welcome and department Image:

- Meets various (internal and external) requests and offers adapted responses.
- Greets and directs visitors of the Entity.