Department Assistant (W/M)

Lesaffre; France; On-site; EUR 25,000 - 45,000; Full time

Job summary

A multinational company is seeking an Administrative Coordinator to support daily operations within their international Business Unit in France. The role involves coordinating meetings, providing administrative assistance to various departments, managing logistics for internal events, and facilitating communication across teams. Candidates should have strong organizational skills, digital tool proficiency, and the ability to work in a dynamic environment. This position is vital for ensuring operational efficiency and fostering collaboration within the company.

Qualifications

• Experience in administrative support with a focus on operations.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities effectively.

Responsibilities

• Coordinate meetings and manage logistical arrangements.
• Support financial processes including budgeting and invoicing.
• Organize internal and external events, ensuring smooth logistics.

Skills

Administrative support

Event coordination

Bilingual communication

Digital tools proficiency

Tools

SAP

Mentimeter

Canva

Job description

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.