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Automatically translated from French. View the original offer
INPHARAF SA recruits one or more Assistant Secretary of Bilingual Management. The position consists of providing organizational and administrative tasks for the executive(s): agenda management, communications, meeting preparation and multidisciplinary administrative support within the company. The executive secretary is the closest assistant to a business or administrative manager; he facilitates his daily life by taking care of various administrative and operational tasks. The position is aimed at orderly and versatile candidates, eager to hold strong responsibilities in the field of secretariat.
Duties
The role of the executive secretary is to make life easier for a business or administrative leader. The scope of its missions varies from one employer to another, depending on the needs of the manager. A true off-road arm of management, the executive secretary may be required to carry out missions of various kinds: welcoming visitors; receiving and sorting calls, transferring them if necessary; forwarding emails and sometimes writing responses; drawing up the manager’s agenda and sending him reminders; preparing trips; organizing events and internal meetings, taking notes to propose a report on them; classifying, sorting and archiving certain administrative documents. The executive secretary acts as a liaison between employees and management, on whose behalf he ensures the follow-up of certain files (suppliers, customers, etc.).
He plans and coordinates appointments and trips of the leader, writes and distributes letters, reports and minutes, prepares meetings (agenda, documents, reservation of rooms). It manages reception, telephone and messaging, filters information, and coordinates exchanges between services and external interlocutors. Its activities include the management of agendas, the organization of appointments and meetings, the management of telephone calls, letters and emails, the preparation of files, reports and reports, the organization of business trips, the classification and archiving of administrative documents, coordination between the different departments of the company, as well as the reception of visitors and relations with customers or service providers. Depending on the structure, the executive secretary can also intervene in support of HR, accounting or budgetary tasks.
Candidate profile
The position requires organizational skills to manage calendars, organize meetings and plan events, as well as a mastery of office tools (word processing software, spreadsheets, presentation and database management systems). It also requires interpersonal and communication skills: the ability to work as a team, manage interactions with customers and suppliers, and potentially solve problems. Knowledge in management and administration is expected, with an understanding of the basic principles of business management and administrative skills. The candidate must show discretion and respect for confidentiality, adaptability and flexibility, initiative and autonomy, resistance to stress and composure, attention to detail, rigor and thoroughness.
Versatility is an indispensable quality for the executive secretary. Methodical, autonomous and organized, he knows how to juggle many missions of different natures. His rigor and discretion earned him the confidence of management. In
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