Administrative tasks:

• Day to day correspondence and administration work in English and French.
• Organise travel and hotel bookings for the department staff
• Support scheduling for the Head of Department
• Create and maintain the department contacts/groups/meeting lists.
• Perform short translations and coordinate longer translations with external translators.
• Review layout for publications and documents.
• Process and submit credit card statements and travel expenses for the department staff.
• Support administration of externally funded projects, including ensuring compliance with administrative funding requirements, e.g. quotes, invoices etc

Implement events logistics for the sector meetings & conferences, at global and European level, in particular:

For all meetings

• Draft and send out invitation letters in required languages
• Keep an up-to-date list of participants
• Book interpreters
• Manage documents and presentations

For in-person meetings

• Draft and regularly update the meeting budget, track spending, review bills and submit for signature and payment.
• Organise meeting venue, hotels, restaurants and travel and liaise with local authorities and affiliates
• Process and support visa requests by participants and department staff
• On-site registration, setting-up the meeting room, Hotel liaison

For virtual meetings

• Create meeting link
• Liaise with technical event facilitator

Provide support with any other tasks that may be reasonably requested.