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.)