Secretarial and administrative Assistant (m/f), Toulouse

Tasks

You will be in charge to:

Provide secretarial and administrative assistance to manage who one is also Engineering Site (France) Representative for all department:

• Manage diaries: ensure target dates for meetings are met, organize meetings, plan and coordinate appointments with team members, subcontractors, providers... and optimise diary,
• Collect and organize data in order to build a synthesis, make an answer,
• Handle e-mails boxes: consult in-coming mails, analyse, launches adapted actions, is able to redact and answer in French/English/ German, detect priorities, understand network to dispatch solicitations if necessary.
• Organize and follows-up travel arrangements and travel expenses for all teams managers,
• Filter and answer incoming calls: In French/English/ German - Give advice to internal or external interlocutors on procedures or person to be contacted on a given subject. Take messages.
• Coordinate E-room and shared folders, manage access rights
• Manage annual training plan and annual internship plan for domains of the department
• Manage all dedicated tasks dealing with controlling and finance requests (internal workload check),
• Manage all general tasks regarding the Site Representative
• Play a key role in facilitating information spreading within Engineering France for the specific department located in France,
• Order catering, office supplies.

Your missions and activities consist of:

• Administering time and attendance system, training, office stationary, newcomer's arrivals for the entity.
• Assisting the Managers in the daily management of the processes and resources of the team.
• Preparing minutes, reports and presentations of activities (internally to Airbus and externally).
• Managing and updating different documents.
• Maintaining the diary of Site Representative in Toulouse as well as the overall schedule events.
• Preparing the logistics and organization of the events of the Department - Toulouse in link with the other sites.

Profile

• You have at least 3 to 5 years' experience in Administrative especially in Aeronautics Sector.
• An experience as an Airbus Secretary and an "Engineering" knowledge will be appreciated.
• You have good relational, communication and organization skills.
• You are able to work autonomously, to deal with confidential matters and to take some initiatives.
• You should have at least an advanced level in German and a negotiation level in English as well as in French.