Front Desk Assistant

Responsible for managing daily administrative and office operations, coordinating supplies, invoices, meetings, and visitors, while ensuring smooth collaboration across departments. Requires excellent French and English communication skills, strong organizational and interpersonal abilities, adaptability, confidentiality, and proficiency in MS Office.

Tasks:

1. Administrative Management:

• Manage incoming and outgoing correspondence (paper and electronic).

• Identify and assess the company’s administrative supplies needs.

• Prepare orders for the purchase of office supplies and cleaning products.

• Manage and monitor local invoices.

• Allocate orders to each team.

2. Internal/External Meetings:

• Manage meeting room schedules.

• Ensure that the necessary equipment is available and functioning properly.

• Ensure that meeting rooms are clean and properly maintained.

• Prepare, schedule, and coordinate events, video conferences, and conference calls.

3. Relations with Company Partners (Guests and Visitors):

• Welcome and direct guests and visitors.

• Manage and record the required supplies and conduct inventories to monitor the condition of the equipment provided.

• Collaborate effectively with all members of the department as well as with other departments.

• Meet deadlines, prioritize tasks, and complete assignments within the timeframes set by management.

• Ensure the quality of work and overall performance.

• Maintain professional conduct and respectful relationships with all employees.

• Strictly comply with the general obligation of discretion and confidentiality. No information relating to the employee’s duties or department may be disclosed, shared, or communicated.

1. Excellent command of French and English, both written and spoken.

2. Good knowledge of MS Office tools.

3. Ability to make decisions and work independently.

4. Ability to prioritize tasks while taking constraints and deadlines into consideration.

5. Strong adaptability and flexibility.

6. Good anticipation skills and ability to take initiative.

7. Excellent communication skills.

8. Strong interpersonal and professional skills.

9. Rigor and attention to detail.

10. Strong service-oriented mindset.

11. Responsiveness and ability to handle unexpected situations.

12. Excellent organizational skills.

13. Strong interpersonal skills and strict respect for confidentiality.