Job Details

Administrative Assistant Job Description

Mission Assigned The administrative assistant provides administrative support to managers and members of the departments they are responsible for. They facilitate communication with all other interlocutors of the institute and external partners. They contribute to the organization of the life of the departments and the good application of budgetary, financial, administrative, and human resources rules.

The administrative assistant is mainly responsible for contributing to the smooth running of the transfer, innovation, and partnership service.

Main Activities Financial Management

• Ensure budgetary follow-up of the departments, contributing to the effective management of resources and the preparation of budgetary deadlines
• Ensure the follow-up of contracts/service provision contracts, follow the payment of suppliers
• Create and manage dashboards and indicators

Organization

• Organize and facilitate meetings of the departments, seminars, and internal or external events, ensuring their logistics and smooth running;
• Manage professional travel for department members (transport and accommodation, …);
• Implement administrative, financial, and human resources procedures: conduct surveillance, apply, and transmit information to the concerned persons.
• Ensure the interface of the service with different internal and external actors
• Write and update communication materials
• Ensure the preparation and follow-up of files related to the activities of the departments, ensuring their classification and archiving

Profile Sought

• Knowledge of financial management principles
• Sense of organization, initiative, and prioritization of tasks
• Mastery of office, collaborative tools, and management tools
• Ability to work in a team, communicate effectively, and adapt to a constantly evolving environment
• Sense of service, pedagogy, and diplomacy
• Fluency in written and spoken English (A2 level minimum)
• Additional skills:
• Appetite for supporting innovation projects of the scientific community
• Knowledge of public procedures will facilitate your onboarding

Additional Information

The position is open for a 6-month renewable fixed-term contract

Special Conditions of Exercise

Defense Security: This position may be assigned to a restricted area zone (ZAR), as defined in Decree No. 2011-1425 relating to the protection of the scientific and technical potential of the nation (PPST). Access authorization to a zone is issued by the head of the establishment, after favorable ministerial advice, as defined in the order of July 3, 2012, relating to the PPST. A ministerial unfavorable opinion for a position assigned to a ZAR would result in the cancellation of the recruitment.

Position Status

Vacant as of September 1, 2026

Reference Occupation

Secretary