First point of contact to receive, respond and relay callers, e-mailers and visitors.
Provide support to visitors such as connection to Wi-Fi, printing of documents, taxi reservation and related matters when they arise.
Responsible for implementing the evacuation/emergency policy and being point of contact for participants.
Various office tasks (e.g. sending documents, receiving, and sending mail and packages)
Oversee the cleaning and instruct / liaise with the cleaning team of the meeting rooms if necessary.
Facilities management
Manage facilities and ensure daily functionality.
Manage premises compliance with legal requirements on safety and fire protection.
Maintain office efficiency by planning and implementing procedures, ensure correct utilisation of in place systems and be in charge of equipment/supply procurement.
Meeting center management
Responsible for coordinating all internal and externals programs and activities at the centre such as:
Coordinate the communication, booking, logistics and catering of meetings at the meetings centre.
Oversee booking, planning, set-up, and logistical arrangements for meetings (including managing the meeting booking tool, catering and tidying up).
Liaise with suppliers for technical support if/when needed.
Liaise and brief providers in relation to services and setting-up of the meeting rooms when necessary.
Liaise on logistic matters with relevant staff member(s) organising meetings/events and ensure that the event policy is reminded/respected.
Support internal meetings and activities (such as staff meetings, lunches, teambuilding drinks and others when necessary).
Requirements:
A degree in office administration/secretarial studies or equivalent.
Must have a minimum of 8 years’ experience in a similar role.
Service- and people-oriented with a hands-on mentality to deliver results and solve problems.
Representative personality in terms of attitude, look and friendliness.
Easy learning new IT skills and audio-visual set ups.
Excellent command of French and English (oral and written).
Able to work independently and within a team in a multicultural environment.
Skills
Strong interpersonal and communication skills (oral and written).
Effective time management skills; priority setting and multi-tasking skills.
Capable of delivering under time pressure.
Coordination, planning, organisation, monitoring, and follow-up skills.
Advanced computer skills.
Eye for detail & accuracy.
Discretion and confidentiality.
What we offer:
International and dynamic team.
Great opportunity to learn about the non-profit management, partner and membership management and the hydrogen sector.