Administrative Assistant

Position Overview

We are seeking a highly organized, proactive, and service-oriented professional to join our dynamic Commercial Department. This role is pivotal in ensuring seamless operations and providing essential support to various teams.

Key Responsibilities

• Manage complex international travel arrangements, coordinating itineraries and optimizing schedules in line with colleagues’ agendas.
• Coordinate visa applications and other travel-related administrative requirements, ensuring all necessary documentation is prepared and submitted in a timely manner.
• Coordinate on-site visits for customers and prospects, ensuring seamless logistics, including agendas, meeting rooms, accommodation, transportation, and restaurant bookings.
• Ensure a smooth and professional visitor experience from arrival to departure.
• Manage calendars autonomously, coordinating schedules, prioritizing requests, and anticipating potential conflicts.
• Organize internal and external meetings, conference calls, and workshops.
• Prepare meeting agendas, coordinate required materials, and support follow-up actions.
• Prepare and reconcile travel and expense reports accurately and in a timely manner.
• Provide day-to-day administrative support to multiple teams.
• Manage purchase requests and invoices.
• Prepare documents, presentations, and reports using Microsoft Office tools.
• Maintain accurate records and ensure effective document organization.

Ideal Candidate

The successful candidate will possess exceptional organizational skills and a proactive mindset, demonstrating the ability to handle multiple tasks efficiently while maintaining a focus on service excellence.