Secretary / receptionist

The secretary or receptionist plays a key role in running the company smoothly: they are the customers’ first contact. Their skills allow them to organize and manage the administrative work they are responsible for.

Tasks

• Carry out standard secretarial work: filing, preparing files, receiving mail, receiving, screening and forwarding calls, gathering and formatting (dashboards, charts) the department’s various secretarial work.
• Organize meetings and conferences, take part in them and write the minutes.
• Answer incoming mail, write commercial or technical letters, or any similar correspondence.
• Manage the supervisor’s contacts: appointments, meetings, travel; manage their schedule.
• Sort, among the information and documents from the various departments or from outside, those needed by the manager they assist.
• Pass on the supervisor’s instructions to the various departments.

Required qualities

• Know how to write and master email and customer relationship software.
• Know how to use Word, Excel, PowerPoint, Outlook, etc.
• Adapt to a specific pace and specific work methods.
• Take initiative to help the department run smoothly.
• Have a neat appearance.
• Have an analytical mind and a sense of synthesis.
• Have good general knowledge and language skills.
• Enjoy welcoming and dealing with customers.
• Handle ongoing activities and many requests at the same time (phone, visits).
• Know how to handle urgent requests.
• Respect the confidentiality of the information handled or communicated.
• Show openness, maturity, discretion, diplomacy and self-control.
• Be comfortable speaking and writing.
• Be precise, careful, methodical and organized.

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