Department Assistant – Fixed-Term Contract (10 months) – M/F

Biospringer; Marcq-en-Barœul; Sur place; EUR 40 000 - 55 000; Plein temps

Résumé du poste

A global company is seeking an experienced Department Assistant to provide administrative and logistical support. The role involves managing schedules, coordinating meetings, and serving as a key point of contact for stakeholders. Ideal candidates will have at least 10 years of administrative experience, strong organizational skills, and proficiency in MS Office and SAP. You will thrive in a fast-paced, international environment and play a critical part in supporting diverse operations.

Qualifications

• Minimum 10 years of experience in an administrative or executive assistant role.
• Ability to work collaboratively within diverse and sometimes remote teams.
• Knowledge of international travel arrangements and visa processes.

Responsabilités

• Manage managers’ calendars and organize meetings.
• Perform various administrative tasks including filing and ordering supplies.
• Assist with onboarding new team members.
• Prepare and distribute reports and documents as required.
• Organize domestic and international travel arrangements.

Connaissances

Organizational skills

Time-management

Communication in French

Communication in English

Analytical skills

MS Office Suite proficiency

Problem-solving skills

Adaptability

Formation

Degree or diploma in Business Administration or related field

Outils

SAP

Description du poste

Job Description

Background

Biospringer is looking for an experienced Department Assistant to join its dynamic team.

In this role, you will provide administrative and logistical support to Biospringer’s global support functions (Finance, HR, Industrial, Supply Chain, Marketing) as well as the Cosmetics department.

You will manage daily tasks, coordinate meetings and events, and act as a key point of contact for internal and external stakeholders.

The ideal candidate is highly organized, adaptable, and thrives in a fast‑paced international environment. Strong communication, problem‑solving skills, and the ability to multitask are essential.

You will report to the Global Project Portfolio Coordinator.

Key Responsibilities

• Manage managers’ calendars and organize meetings.
• Perform various administrative tasks (filing, photocopying, ordering supplies, etc.).
• Welcome and guide visitors to the department.
• Assist with onboarding new team members.
• Act as the point of contact for service‑related inquiries, ensuring timely coordination and resolution.
• Prepare and distribute reports, presentations, and documents as required.
• Coordinate internal and external meetings and events (logistics, catering, AV support, documentation).
• Handle incoming and outgoing mail, packages, and shipments; manage office supplies.
• Organize domestic and international travel arrangements (flights, hotels, car rentals, visas).
• Process expense reports, invoices, and purchase requisitions accurately and on time.
• Maintain and update departmental records and databases with accuracy and confidentiality.
• Provide additional administrative support as needed.

Qualifications

• Degree or diploma in Business Administration, Management, or a related field.
• Minimum 10years of experience in an administrative or executive assistant role.
• Excellent organizational and time‑management skills; ability to prioritize and multitask.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• SAP experience required.
• Strong written and verbal communication skills in French and English ; additional languages are an asset.
• Ability to work collaboratively within diverse and sometimes remote teams.
• Strong analytical skills to interpret data and identify trends.
• Knowledge of international travel arrangements and visa processes.
• Ability to work independently, proactively, and with discretion.
• Flexibility and availability for occasional travel within France.

Additional Information

Why Join Us?

As a Department Assistant, you will play a key role in supporting Biospringer’s global operations , contributing to the success of a diverse and innovative organization.

You will thrive in a collaborative, fast‑paced international environment that values initiative, adaptability, and excellence.

The successful candidate will demonstrate initiative, problem‑solving skills.

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