Administrative Assistant

Read online: http://psishort.link/vacancies

Public Services International (PSI) is an international trade union federation based in Ferney Voltaire, France, with members from 150 countries. In October 2023, PSI will hold its World Congress, which is expected to welcome over 1,000 participants.

PSI is looking for an experienced and motivated Administrative Assistant for a 14-month contract to support our General Services Team as from a commencing date as soon as possible.

The Administrative Assistant will work under the supervision of the General Services Coordinator. The main tasks will involve administrative and logistical support to the General Services Team (GST) to prepare Congress and for the regular operations of the office.

Working in a vibrant multicultural workplace, the successful candidate will be hard working and motivated.

S/he must be a native English speaker with the ability to edit, proofread and layout a wide range of documents in English.

The candidate must be highly proficient in the Microsoft office tools, in particular Word and Excel and be able to work to deadlines and manage high workloads requiring prioritisation and attention to details.

A working knowledge of French is desirable and knowledge of other languages (German, Spanish, Swedish, Japanese) will be considered an advantage.

Please note that applicants must hold the proper work permit for salaried employment in France.

JOB DESCRIPTION

Public Services International (PSI) is an international trade union federation based in Ferney Voltaire, France, with members from 150 countries. In October 2023, PSI will hold its World Congress, which is expected to welcome over 1,000 participants.

The administrative assistant will work under the supervision of the General Services Coordinator. The main tasks will involve administrative and logistical support to the General Services Team – GST – to prepare Congress and for the regular operations of the office.

MAIN TASKS

Organise international meetings

• Prepare meeting budgets, get tenders for venues, hotels, meals, flights, interpretation and other services
• Track expenditures for the finance team
• Document production: edit; prepare translations using automatic programs (e.g., DeepL); proofread and correct; prepare layouts; distribute to members using internal database
• Organise technical support for online meetings, including setting up and running meeting applications, arranging interpretation, tracking chat rooms, etc.

General administration

• Write flyers or letters
• Track spending and prepare receipts and supporting documentation for finance
• Handle outgoing and incoming mail
• Manage printing, scanning, copying, filing
• Data entry

EXPERIENCE AND SKILLS REQUIRED

• Very good knowledge of Microsoft Office tools, in particular Word, Excel, Outlook and Teams, physical and virtual event management tools, machine translation tools
• Languages: Native English, working French, knowledge of any other official PSI language an advantage (German, Spanish, Swedish, Japanese)
• Experience in organising international meetings involving participants of different nationalities
• Ability to communicate appropriately and respectfully with people from different countries, cultural and linguistic backgrounds
• Capable to work in a team in a multicultural environment
• Ability to take initiative, prioritise among multiple tasks, work under pressure and meet deadlines

CONDITIONS

• Fixed-term contract from October 2022 to end of December 2023
• Competitive salary and benefits