Department Assistant (W/M)

Role Overview

Under the supervision of our office manager, you will play a key role in supporting, coordinating and facilitating the daily operations and internal events of our international Business Unit.

A dynamic, multicultural environment where no day looks the same.

Main Responsibilities

In this role, you will be responsible for contributing to the smooth running of our office’s day-to-day operations and providing administrative support to the leadership team, particularly the Marketing, Commercial, Strategy & Innovation, and Human Resources departments – two members of which do not speak French. Your scope of intervention may initially cover all departments, allowing you to gain a comprehensive overview of the organization.

You will work in close collaboration with our Gnosis executive assistants in France and in Italy. Your role will evolve in a flexible manner to meet the changing needs of the company.

Organization & Coordination for LT members

• Plan and coordinate meetings, workshops, business travel and agendas;
• Manage logistics: invitations, supporting documents, agendas, follow-ups;
• Ensure smooth coordination with internal functions and always maintain confidentiality.

Administrative & Financial Support

• Support legal processes: information gathering, signature workflows, digital archiving;
• Support if necessary, the creation of suppliers, purchase requests and purchase orders and assist with budget and invoice follow-up (information collection, tracking, liaison with Finance & Procurement) under SAP.

Internal & External Events Coordination

• Your responsibilities will cover logistics, activities, catering and transportation, as well as the preparation of materials and the use of interactive tools (polls, Q&A);
• Note-taking and drafting minutes.

Internal Communication & Team Support

• Update org charts, mailing lists, Teams/SharePoint spaces;
• Animate collaborative tools and contribute to internal communication;
• Support onboarding;
• Foster collaboration and team spirit across sites.

Digital Tools & Content Creation

• Facilitate sessions using Mentimeter, Klaxoon, Wooclap…;
• Create visual materials using Canva, PowerPoint and simple video editing tools.