Administrative Assistant

About the role

The Administrative Assistant will provide comprehensive support to executives, senior managers and cross‑border teams located in Paris, London and Portugal. Working in a fast‑paced Smart Office environment, you will ensure smooth daily operations, manage logistics and contribute to efficient administrative processes.

Key responsibilities

• Deliver full administrative and secretarial assistance to local and offshore managers, handling agendas, meeting coordination and conference‑call setup.
• Organise travel arrangements—including flights, trains, hotels and ground transport—while complying with corporate travel policies.
• Process expenses and invoices, validate costs and produce regular reporting.
• Support IT access management (Sailpoint, SecurID, MyPortal), share‑drive permissions, mailing lists and shared mailbox administration.
• Coordinate onboarding and off‑boarding activities such as badge issuance, equipment allocation and UID management.
• Assist Smart Office colleagues during absences and provide coverage for other administrative functions.
• Handle visa requests, business‑card orders, T&E reporting, document editing, event organisation and catering procurement.

Required profile

• Bachelor’s degree in Humanities, Secretariat, Translation, International Relations or Administration.
• Excellent written and spoken English communication skills.
• Strong organisational ability, multitasking and adaptability to shifting priorities.
• Resilience under pressure, client‑oriented mindset and meticulous attention to detail.

Required skills

• Proficiency with Microsoft Office suite.
• Experience using Sailpoint for identity management.
• Familiarity with SecurID authentication tools.
• Knowledge of MyPortal or similar internal portals.