Bilingual Executive Assistant - 6 months

Executive Office Support

• Manage the Director's agenda, including calendar updates, scheduling and follow?up of meetings, welcoming guests, and handling all logistical aspects of appointments.
• Oversee incoming and outgoing email and postal correspondence (Director's inbox, Executive Office inbox, recruitment?related inbox, and the Institute's main inbox), including classification and proper filing.
• Handle invoice payments, reimbursements and expense claims for the Executive Office and the Foundation Board.
• Coordinate room bookings for internal meetings and events.
• Maintain and update the Executive Office database.

Events & External Guest Coordination

• Provide logistical support for the organisation of the Director's public lectures (speaker invitations, travel, accommodation, dinners, thank?you letters, etc.).
• Organise institutional events such as the end?of?academic?year dinner and the December staff reception.
• Support, when needed, the organisation of events with external partners or institutions.
• Coordinate visits of external guests to the Institute (e.g., experts, partners, invited academics).