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Internship executive assistant and office manager - Benguerir

Gestion projet / Etudes / R&D - Secteur Enseignement / Formation

  • De 1 à 3 ans
  • 1 poste(s) sur Marrakech et région - Maroc
  • Bac +3 Minimum

Recherche de nouveauté Ambition Besoin d'action Besoin d'autonomie Rationalisme

  • Stage
  • Télétravail : Non
Publiée il y a 169 jours sur ReKrute.com - Postulez avant le 08/11/2023

Entreprise :

Mohammed VI Polytechnic University is an institution dedicated to research and innovation in Africa and aims to position itself among world-renowned universities in its fields The University is engaged in economic and human development and puts research and innovation at the forefront of African development. A mechanism that enables it to consolidate Morocco’s frontline position in these fields, in a unique partnership-based approach and boosting skills training relevant for the future of Africa. Located in the municipality of Benguerir, in the very heart of the Green City, Mohammed VI Polytechnic University aspires to leave its mark nationally, continentally, and globally.

Poste :

Missions and responsabilities: 

Executive assistance
•    Manage & maintain Head of Department’s calendar including scheduling appointments, internal & external meetings, or conference calls.
•    Coordinate Head of Department’s travel itineraries, flights, hotel accommodations, shuttles, or any travel needs.
•    Draft and edit communications, correspondences, presentations, and any documents on behalf of Head of Department.
•    Maintain confidential records and provide monthly expense follow-up and reconciliation with other UM6P’s departments or providers.
•    Handle the department’s confidential documents: contracts, documents, invoices…
•    Secure appropriate signatures and track documents through the approval process on behalf of the Head of Department
•    Interact and communicate with external, internal partners and leaderships.
•    Provide assistance and support such as employee onboardings, management plannings and staff communication
•    Coordinating receptionist duties with other staff members to ensure that visitors or guests are greeted properly and directed to the appropriate office within the organization
•    Performing a variety of clerical tasks such as typing, filing, signatures follow-up, copying documents, placing and expediting orders when necessary
Daily office management
•    Oversee all daily office functions to ensure a satisfying work environment and the organization of office activities.
•    Proactive daily management of administrative duties comprising of extensive travel planning and meeting schedules, arrangement and coordination of schedules and appointments across different time zones
•    To bring support on administrative tasks for the team
•    Manage office needs, requests, including stationary and other office supplies inventory
•    To provide secretarial support, mail management, technical assessment, and logistical assistance to management and the team
•    Ensure the general-purpose secretariat: mail management, ordering of supplies, filing, and archiving of documents, etc.
•    To be able to ask, follow up and receipt travel endowments for management.
•    Organize, feed, update databases relating to administrative management.
Logistics & Purchasing
•    Ensure logistics or participate in the organization of internal events / meetings / travel upon UM6P procedures and processes.
•    Coordination in national and international meetings, events, travel with duties that include planning the corresponding accommodations, menus, space set-up, shuttles, transfer for team, guests or any third parties identified by management managing to a budget, coordinating local transportation, and managing audio/visual requirements
•    Be responsible for the well organization and logistical coordination, prepare meeting materials for meetings, committees, interviews
•    Be responsible of purchasing order, managing, and monitoring service levels, invoice reconciliation and addressing unsatisfactory provider delivery upon UM6P’s procedures and processes

 

Profil recherché :

Required profiles : 
•    Internship agreement and insurance are mandatory
•    Exceptional knowledge and experience working with PowerPoint, Excel, Word, and any other Microsoft Applications
•    Ability to write professionally, have excellent command of written English, grammar, and strong proof-reading skills
•    Flexibility to work with multiple personalities and with all levels of management within an organization
•    Discretion, accountability, and dependability
•    Super organized and a proactive problem solver
•    Comfortable working autonomously and within a team
•    Comfortable speaking and sensitivity toward cultural diversity
•    Great public speaking skills
•    Passionate, enthusiastic, team player with good judgment and an ability to work in fast paced environment
•    Agile, and adapt quicky to changing needs and priorities: proven ability to prioritize and manage multiple tasks simultaneously
•    Good listener, reactive and flexible.

Adresse de notre siège :

Lot 660, Hay Moulay Rachid, Ben Guerir 43150

Traits de personnalité souhaités :

Recherche de nouveauté Ambition Besoin d'action Besoin d'autonomie Rationalisme

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