Administrative Assistant

Job summary (Short promotional text)

As part of our French organisation, we are looking for an Administrative Assistant to support the day-to-day administrative operations of PNO France and contribute to the smooth running of our Paris office.

Reporting to the France Administrative & Finance Manager, you will provide hands-on administrative support across a broad range of activities, including office administration, suppliers, equipment, facilities, documentation and internal events.

This is a practical and varied role requiring strong organisation, reliability, discretion and follow-through. You will interact with colleagues at different levels of the organisation, external suppliers and international colleagues and visitors.

Your mission (What are you going to do in text) summarised down below

Your mission will be to ensure that day-to-day administrative matters are handled efficiently, accurately and followed through to completion.

You will help keep administrative processes, office operations and supporting documentation organised while providing reliable support to the Administrative & Finance Manager and the wider PNO France team.

Your tasks 1st part (in max 4 bullets)

• Handle day-to-day administrative requests and prepare, format and organise administrative documents.
• Maintain filing systems, records, trackers and inventories, ensuring information remains accurate and up to date.
• Coordinate office supplies, orders, deliveries and routine administrative matters with suppliers and service providers.
• Support the management of office facilities, maintenance requests and administrative follow-up with external providers.

Your tasks 2nd part (In max 4 bullets)

• Maintain inventories of IT, telephone and office equipment, including equipment preparation for new joiners and recovery when employees leave.
• Support the administrative follow-up of insurance, company vehicle and other operational files.
• Support the organisation and logistics of internal meetings, conventions and team events.
• Follow up proactively on outstanding requests and actions, carry out necessary reminders and escalate delays, discrepancies or issues when required.

Your profile 1st part (in max 4 bullets)

• Previous experience in an Administrative Assistant, Office Assistant or similar role, ideally within professional services, consulting, an SME or another fast-paced environment.
• Excellent French, both written and spoken (C2 level).
• Strong professional English, both written and spoken (C1 level), enabling you to work confidently in an international environment.
• Strong organisational skills and attention to detail, with the ability to manage several requests, priorities and deadlines simultaneously.

Your Profile 2nd part (In max 4 bullets)

• Proactive and reliable approach, with the autonomy to take ownership of tasks and follow them through to completion.
• Good command of Microsoft Office, particularly Outlook, Word, Excel and Teams, and confidence using digital and administrative tools.
• Strong interpersonal and communication skills, with the ability to interact professionally and tactfully with colleagues, management, suppliers and external contacts.
• Discreet, adaptable and service-oriented, with sound judgement and the confidence to raise issues when necessary.

Why us? (What do we offer) 1st part (in max 4 bullets)

• Join a European organisation at the heart of innovation and public funding.
• Work in an international environment with colleagues and stakeholders across Europe.
• Take on a varied role with exposure to multiple aspects of the day-to-day operations of PNO France.
• Work closely with the France Administrative & Finance Manager and support colleagues across the organisation.

Why us? (What do we offer) 2nd part (in max 4 bullets)

• Build broad experience across administration, suppliers, facilities, equipment and internal operations.
• Develop your organisational, coordination and stakeholder-management skills in a dynamic professional environment.
• Benefit from a permanent CDI with a salary of €32,000-€36,000 gross per year, depending on experience and profile.
• Become part of PNO Innovation, a European team supporting innovation, research and sustainable development across Europe.