Team Assistant for 6 months at 60% (Bilingual)

Travel and Logistics Coordination

• Manage end‑to‑end travel arrangements for team members, including flights, accommodation, visa applications, ground transportation, and travel insurance
• Act as the main point of contact for travel‑related matters, ensuring cost efficiency and compliance with internal policies

• Support the internal expense claims process, ensuring accuracy and timely follow‑up
• Coordinate the processing of internal and external invoices in liaison with relevant stakeholders
• Maintain accurate records and ensure proper administrative tracking

• Provide comprehensive administrative follow‑up for ongoing projects and initiatives
• Maintain, organize, and continuously improve physical and digital filing systems to ensure easy access to documentation

• Coordinate online and in‑person meetings, including scheduling, room bookings, logistics, and technical setup
• Ensure meeting rooms are properly prepared and equipped for effective collaboration

• Attend meetings as requested and produce clear, accurate minutes
• Prepare agendas, presentations, and supporting documentation
• Assist in compiling materials for submission to governance or decision‑making bodies

• Provide logistical and administrative support for workshops, internal meetings, and team events as required

• 2 to 5 years of proven experience in an administrative assistant, office management, or coordination role
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and online research tools
• Full professional proficiency in both English and French, written and spoken, is mandatory

• Proactive and solution‑oriented mindset with a strong sense of ownership
• High level of adaptability and ability to manage multiple priorities simultaneously
• Strong attention to detail and discretion when handling confidential information
• Excellent verbal and written communication skills, with the ability to interact effectively across different management styles and personalities
• Demonstrated cultural awareness and ability to work effectively in an international, multi‑cultural environment