Personal Assistant to Grenoble France

Institut Laue-Langevin (ILL); France; Sur place; EUR 36 000 - 48 000; Plein temps

Avantages offerts par ce poste

Home working (under certain conditions

Annual paid leave

Expatriation allowance

Excellent health cover

Relocation assistance

Résumé du poste

Institut Laue-Langevin (ILL) in Grenoble, France, seeks a meticulous Personal Assistant to the Head of the Reactor Division. You will manage the division's agenda, communications, travel, and confidential documents, working closely with other PAs and safety authorities.

This role operates at the heart of ILL's administrative relations with national authorities and requires a high level of discretion, organisation, and bilingual English-French proficiency.

Qualifications

• Level 4/5 qualification in business and administration or equivalent
• Proven experience as a personal assistant
• Excellent command of written and spoken English and French
• Meticulous handling of sensitive and/or classified documents
• Strong organisational skills and multitasking

Responsabilités

• Handle administrative relations with French authorities and archive correspondence
• Manage logistics for inspections and emergency exercises
• Handle documents classified as Secret or Restricted and monitor clearance
• Organise meetings of the Reactor Division and draft minutes
• Coordinate visits with safety authorities and other events
• Secretarial duties for Head of the Reactor Division, including travel arrangements
• Coordinate annual performance reviews and data for the Joint Careers Commission
• Collaborate with personal assistants of Management Board members

Connaissances

English

French

Organisational skills

Stakeholder liaison

Secretarial experience

Formation

Level 4/5 qualification in business

Description du poste

Core mission

The Institut Laue-Langevin (ILL), situated in Grenoble, France, is Europe's leading research facility for scientific research using neutrons. Every year we host over 2000 visits by scientists, who come to the Institute to carry out world-class research. You will join the ILL's Reactor Division, where you will perform secretarial duties for the Head of Division and provide general administrative support to the entire division. This role is at the heart of the ILL's relations with France's nuclear safety and security authorities. It calls for a meticulous approach to the handling of sensitive documents and involves working in close collaboration with the personal assistants of the other members of the ILL's Management Board. Special security clearance ('habilitation') is required for this post, given the sensitive nature of some of the documents and activities associated with the role.

Your tasks

• Handle administrative relations with the French authorities (French nuclear safety authority (ASNR), Senior Defence and Security Advisor (HFDS) within the Ministry of Ecological Transition and its technical support services, Préfecture, police): processing, distributing and archiving incoming and outgoing correspondence, maintaining the correspondence register.
• Manage the logistics involved with inspections (ASNR, HFDS, EURATOM) and emergency response exercises.
• Handle documents classified as "Secret" and "Restricted" and monitor compliance with the associated security clearance and screening procedures.
• Handle administrative matters linked to crisis management: badges for access to CEA Grenoble, maintaining the list of ILL staff who may be involved and the associated documentation.
• Remain up to date with safety reference frameworks (safety report, general operating rules, on-site emergency plan and safety instruction sheets) and regulatory documents relating to nuclear materials, as well as documents governing reactor operations (procedures, RHF reactor reports, instructions).
• Organise regular meetings of the Reactor Division and draft the associated minutes.
• Organise important visits to the Reactor Division (safety authorities, public authorities) and other events, in collaboration with the other personal assistants.
• Perform secretarial duties for the Head of the Reactor Division: managing his agenda, phone calls, emails, correspondence, travel arrangements and travel expenses.
• Coordinate the annual performance reviews and manage data forwarded to the Joint Careers Commission.
• Collaborate with the personal assistants of the other members of the Management Board to ensure that actions are effectively coordinated in line with the objectives set.

our profile

• Level 4/5 qualification in business and administration or a related field, or administrative secretary and personal assistant diploma
• Proven experience as a personal assistant
• Excellent command of written and spoken English and French
• Meticulous nature and professionalism, particularly in the handling of sensitive and/or classified documents
• Strong organisational skills, ability to manage a variety of tasks simultaneously and liaise with multiple stakeholders
• Ability to perform day-to-day tasks independently
• Good interpersonal and teamwork skills, particularly when coordinating with the other personal assistants.

What we offer

• Quality of life - This position is based in Grenoble, a hub for research and technology, ideally located in the heart of the French Alps (just 3 hours from Paris/Provence by train, 1 hour from Lyon international airport and 1 ½ hours from Geneva). It is important for us that our staff achieve a healthy work-life balance. We therefore offer home working (under certain conditions), generous annual paid leave entitlement and a host of other benefits that you will discover when you arrive!
• Prospects - We guarantee you a secure permanent position based in Grenoble in a multicultural scientific environment.
• Benefits - We offer generous social benefits (expatriation allowance, excellent health cover), moving and relocation assistance (under certain conditions) and an annual productivity bonus. We also offer language courses for you and your partner and subsidies for the use of public transport and the staff canteen, as well as for holidays and a variety of cultural and sports activities. For more details, visit https://www.ill.eu/careers/working-at-the-ill/employment-conditions.

We are committed to equal opportunities and diversity and therefore welcome applications from all suitably qualified candidates.

Please note that all applicants are subject to administrative screening (background checks). For this post, medical fitness (including for work under ionising radiation) is required.