Department Assistant – Fixed-Term Contract (10 months) – MF

Background
Biospringer is looking for an experienced Department Assistant to join its dynamic team.
In this role you will provide administrative and logistical support to Biospringers global support functions (Finance HR Industrial Supply Chain Marketing) as well as the Cosmetics department.
You will manage daily tasks coordinate meetings and events and act as a key point of contact for internal and external stakeholders.
The ideal candidate is highly organized adaptable and thrives in a fast-paced international environment. Strong communication problem-solving skills and the ability to multitask are essential.

You will report to the Global Project Portfolio Coordinator.

Key Responsibilities

• Manage managers calendars and organize meetings.
• Perform various administrative tasks (filing photocopying ordering supplies etc.).
• Welcome and guide visitors to the department.
• Assist with onboarding new team members.
• Act as the point of contact for service-related inquiries ensuring timely coordination and resolution.
• Prepare and distribute reports presentations and documents as required.
• Coordinate internal and external meetings and events (logistics catering AV support documentation).
• Handle incoming and outgoing mail packages and shipments; manage office supplies.
• Organize domestic and international travel arrangements (flights hotels car rentals visas).
• Process expense reports invoices and purchase requisitions accurately and on time.
• Maintain and update departmental records and databases with accuracy and confidentiality.
• Provide additional administrative support as needed.

Qualifications :

Requirements

• Degree or diploma in Business Administration Management or a related field.
• Minimum 10 years of experience in an administrative or executive assistant role.
• Excellent organizational and time-management skills; ability to prioritize and multitask.
• Proficiency in MS Office Suite (Word Excel PowerPoint).
• SAP experience required.
• Strong written and verbal communication skills in French and English; additional languages are an asset.
• Ability to work collaboratively within diverse and sometimes remote teams.
• Strong analytical skills to interpret data and identify trends.
• Knowledge of international travel arrangements and visa processes.
• Ability to work independently proactively and with discretion.
• Flexibility and availability for occasional travel within France.

Additional Information :

Why Join Us

As a Department Assistant you will play a key role in supporting Biospringers global operations contributing to the success of a diverse and innovative organization.
You will thrive in a collaborative fast-paced international environment that values initiative adaptability and excellence.

The successful candidate will demonstrate initiative problem-solving skills.

All our jobs are open to people with disabilities.

Remote Work :

No

Employment Type :

Full-time