Administrative Assistant - Romainville, FR

Job description

We are looking for an Administrative Assistant Research & Finance 


Scope of the job


You will assist 2 services (part time sharing)  in performing their administrative tasks. For Discovery administration, you will support travels booking, catering and front desk. For accounting you will prepare invoices and perform archives.


For Discovery administration:


Discovery / Shared services administration

- You support Discovery and Shared services with travel booking and hotel arrangements (booking travels, hotels, taxi, etc.),

- You monitor front desk reception activities (welcoming visitors, badges requests, etc.),

- You support the Dirscovery team with catering arrangements for meetings,

- You act as backup for the Senior Discovery Assistant and Development Assistant during holidays (catering, room booking, launching systems during meetings, travel, etc.),



For Finance administration:


1°) You prepare invoices to be recorded in the accounting system

- daily mail : sorting for all departments, opening it for accounting department

- invoices by mail : sorting, stamping, scanning, renaming

- invoices by email : copying, renaming, printing


2°) You perform weekly, monthly and yearly archiving


3°) You support the team in the monthly Intrastat declaration

- checking of the daily invoices for relevant data

- contact supplier for lack of information

- recording data in excel sheets 

  4°) You handle exceptional tasks during the accounting team


Who are you ?


  • 2 years post secondary education and a first experience as administrative assistant in an international company is appreciated.
  • As a very well organised person, you will handle the activity of 2 services to set up your daily priorities.
  • As the first smile from Galapagos, you will be able to perform a great guest experience to our, visitors and partners.
  • You speak a fluent English and French.
  • You master Microsoft Office tools (especially Excel), you are efficient in using Microsoft file explorer (coping, renaming, deleting files) and like to use communication technologies.