Multi-Purpose Project Assistant


Role: Multi-Purpose Project Assistant
Location: Nanterre, France
Duration: 7 months (renewable)
Start Date: ASAP

Key words: Project Reporting, Mobilization, Manage Logistics, Document Management

Job Description:

  • Assist the Project team.
  • Manage correspondence (letters) arrival/departure from the Project: numbering,
    registration in the GAIA database of the project, distribution and classification in the database.
  • Manage meeting minutes, weekly and monthly reports:
  • numbering, recordings in the project’s GAIA database, obtaining signatures, issue and classification in the database.
  • Organize meetings (reception of visitors, reservations of meeting rooms, coffee breaks, Wi-Fi access, etc.).
  • Organize trips in the specific Travel tool.
  • Manage logistics (General Services, moves, etc.).
  • Update the various dashboards (telephone list, leave, etc.).
  • Manage access to different Project tools.
  • Participate in the organization of events.
  • Ensure the various tasks delegated by the Lead Assistant.
  • Assist the Procurement team.
  • Manage various correspondence and documents: Client, Subcontractors, etc.
    (preparation/drafting of letters, signatures, sending according to the procedures of the
    project, etc.).
  • Manage letters and meeting minutes sent by people from the Procurement team (formatting of reports, sending for signature, broadcasts according to project procedures, recordings in the database GAIA correspondence).
  • Maintain tracking tables (correspondence, orders, etc.).
  • Receive and distribute offers and orders.
  • Organize meetings internally and with suppliers (visitor reception, room reservations, coffee breaks, Wi-Fi access, etc.).
  • Receive, format, distribute and classify correspondence relating to the Procurement following the protocol in place.
  • Ensure interface with external and internal stakeholders.
  • Manage the different Procurement mailboxes.

Basic Documentation

  • Documentation provided by the Project and/or by Procurement.
  • Intranet Project (Sharepoint, Office, Teams, etc.).
  • EDMS: GAIA (Project Data Base)

Required Skills

  • Bilingual English (read/written/spoken): confirmed level
  • Mastery of the Office 365 Pack: confirmed level (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint, Teams, etc.).
  • Organization, rigor and respect for rules and confidentiality.
  • Adaptability and good ability to work in a team (flexibility, etc.)

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