Secretary

Secretary (m/f)

Location

Duration: CDD Job description: A secretary is a professional responsible for the administrative, organizational and relational tasks necessary for the proper functioning of a department or company. She assists a manager or team in the day-to-day management of activities, writing documents, handling mail, organizing meetings and monitoring files.

Main duties

Receive, record, sort and distribute incoming mail. Prepare, write and format outgoing mail. Ensure the physical and digital classification of documents. Maintain up-to-date mail records and administrative records. Ensure the reproduction, digitization and archiving of documents. Prepare the files to be submitted to the General Management.

Education / Qualifications

Ensure the confidentiality of documents and information processed. Manage the agenda of the Director General or manager to whom it is attached. Schedule appointments, meetings and work sessions. Confirm appointments with participants. Prepare meeting rooms and necessary documents. Drafting and disseminating meeting minutes or minutes. Follow up on decisions and relaunch those responsible for the expected actions. Welcome visitors, customers, suppliers and partners. Respond to telephone calls and refer them to the relevant interlocutors. Receive and transmit messages. Ensure the receipt of emails and their transmission to the competent services. Provide authorized administrative information. Ensure the quality of reception and professional image of the company. Prepare the necessary files for meetings and decision-making. Write memoranda, briefing notes and correspondence on instructions. Prepare agendas and meeting materials. Follow the instructions received from General Management. Re-engage relevant officials to obtain the requested information. Report emergencies, deadlines and pending files. Ensure the transmission of information between the General Management and the various departments. Maintain a tracking table of current mails and files. Save the documents submitted for signature. Track documents awaiting validation. Re-launch services on cases that have not been completed on time. Monitor administrative deadlines and appointments. Check that the files submitted are complete before they are presented to the responsible person. Track the need for office supplies. Maintain an inventory of administrative consumables. Prepare requests for replenishment. Ensure proper use of office equipment.

Other information

Report failures of printers, photocopiers or other administrative equipment

Candidate profile

Have at least one BAC

Experience

Have 2 years experience in the profession Perfect knowledge of office tools (Word, Excel) Training in office automation or management assistantship is an asset.

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