Bilingual Assistant (English/French)

Big Science Sweden; United States; On-site; USD 40,000 - 60,000; Full time

Job summary

A leading research organization in the United States seeks an Administrative Assistant to provide vital support within their technical departments. The role involves detailed minute-taking, document management in English and French, and organizing meetings and events. The ideal candidate will manage travel arrangements, welcome visitors, and coordinate communication between divisions and external parties. Strong organizational skills and bilingual proficiency are required for success in this role.

Qualifications

• Strong organizational skills to manage meetings and events.
• Fluent in English and French for documentation and communication.

Responsibilities

• Provide administrative support for technical groups.
• Take detailed minutes and draft documents.
• Manage travel arrangements and expenses claims.
• Act as point of contact for the Division.

Job description

Together with another assistant, you will provide administrative support for the highly technical groups and departments within the Projects and Techniques Division and will play a key role in their smooth running.
Working for several managers, you will have the following duties and responsibilities:

• Detailed minute-taking and drafting and formatting important documents in English and French
• Planning and organising meetings and events (seminars, workshops, etc.)
• Booking travel arrangements and managing expenses claims
• Providing general support for visitors (scheduling of visits and access authorisations), welcome newcomers
• Managing the content of department, event and project web pages
• Acting as the point of contact between members of the Division and outside parties
• Managing the follow-up of purchase requests for the Building and Site Maintenance department (assisting the head of department with the preparation of invitations to tender, creating electronic purchase orders, arranging for outside contractors to work onsite)
• Managing the administrative monitoring of maintenance contracts
• Preparing quotes and organising sales or external services.