Front Office /Administrative Assistant
The Council Of The Baltic Sea States Secretariat / Administratörsjobb / Stockholm
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hela Sverige Visa alla jobb hos The Council Of The Baltic Sea States Secretariat i Stockholm The Council of the Baltic Sea States (CBSS) serves as an overall regional forum for intergovernmental cooperation and coordination among the 11 CBSS Member States ? Denmark, Estonia, Finland, Germany, Iceland, Latvia, Lithuania, Norway, Poland, Russia, Sweden, as well as the European Commission. A Permanent International Secretariat was established in Stockholm in October 1998. Additional information about the CBSS is available on
www.cbss.org.The Front Office/Administrative Assistant will join a developing administrative team in a dynamic international environment. The tasks of the Front Office/Administrative Assistant are divided into three main columns: (1) Management of the office operations (2) IT/logistic development (3) Administrative support in connection with the overall project orientation of the organisation.
The primary responsibilities include handling incoming calls and visitors, while maintaining office common areas and facilitating meetings. The ideal candidate is a self-starter and doer who is reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a very busy office. Excellent interpersonal skills, pleasant phone manner and experience with MS Office.
The job description is intended to describe the general nature and level of work being performed by the incumbent of this position. It is not intended to be an exhaustive list of all responsibilities and activities required of the position. Under the supervision of the Head of Administration, the Front Office/Administrative Assistant will perform the following duties:
Duties and responsibilities
• Act as first point of contact, answering incoming calls, transferring to appropriate staff, taking/distributing messages, greeting visitors, handling requests for information, greeting and directing visitors to appropriate locations
• Manage conference room reservations and organize and coordinate all logistics for meetings
• Manage and maintain the front of house and other common areas of the office such as conference rooms to ensure neat and professional appearance
• Assist with other events including coordination of staff events
• Deal with external services providers and maintain office supplies placing orders, purchasing, receiving orders and stocking shelves
• Supervises the maintenance of office equipments such as photocopier, fax and postage machine ensuring good working order and arranging for repairs, as necessary
• Serve as focal point person for organizing all large mailings including dealing with courier companies
• Perform other administrative duties as needed, such as filing, photocopying and collating
• Assist in making travel arrangements and processing travel and expense claims
• Assist and provide general administrative support as needed for project applications, accounting and reporting, working closely with the Project Accountant
• Assist the Head of Administration with IT development for the general operations of the office
Starting date for the position is 14 January 2013. The first 6 months shall be a probationary period.
Fully completed CBSS Application form accompanied by a letter of motivation should be submitted preferably via e-mail to:
recruitment@cbss.orgPubliceringsdatum2012-10-15Arbetstider och omfattningTillsvidare
Heltid
ErsättningFast lön
Så ansöker duSista dag att ansöka är 2012-11-11
Ansökan kan skickas till e-postadress:
recruitment@cbss.orgFöretagTHE COUNCIL OF THE BALTIC SEA STATES SECRETARIAT
AdressTHE COUNCIL OF THE BALTIC SEA STATES SECRETARIAT
BOX 2010
10311 STOCKHOLM
KontorsadressSLUSSPLAN 9
STOCKHOLM
Övriga kontaktuppgifterTelefonnummer: 08-4401920
Faxnummer: 08-4401944
E-postadress:
recruitment@cbss.org Jobbnummer 1365555
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