Administrative Assistant, DG and Member States

About the role

Sopra Steria is recruiting an Administrative Assistant for its DG and Member States team in Paris. You will act as the first line of support to the heads of the department, handling their agenda, correspondence, travel and leave arrangements, and supporting the department's administration.

Key responsibilities

• Organise agendas and meetings (in person or online via Teams or WebEx) for the heads, take minutes and follow up on meeting actions, and handle unforeseen scheduling issues.
• Handle the inbox, correspondence and phone lines: register incoming letters, prioritise emails and act as first-line support for calls, filtering requests to the heads.
• Act as point of contact for general communications with the manager.
• Handle department missions and external traveller missions: review mission orders and claims, prepare mission requests, prepare visa applications and give travellers information on rules for non-EU countries.
• Manage leave and organise the department's leave calendar.
• Prepare and oversee the yearly conference plan and order missing supplies in the ESA-provided tool.
• Handle site access, office distribution and room booking, including procedures for staff and contractor arrivals and departures and special meeting room requests.
• Administer ESA's subsidies and memberships and report on them, and maintain lists of ministers and their cabinets.

Required profile

• Bachelor's degree in political science or a relevant field.
• 8 years of relevant experience in an international environment.
• Proactive attitude and excellent communication skills.
• Fluency in English is mandatory; knowledge of French is a strong advantage.