Administrative Assistant

Job Description:

Ex Libris Group is a leading global provider of library management software solutions. We currently have an open vacancy of an exciting opportunity for a professional Office Administrator, in our French subsidiary, who is proactive and self-motivated. In this role, you will be responsible for a wide range of functions and activities related to our day to day business operations and would work with many functions throughout our organization.


  • Handling customer's renewals process, communication and related bids-
  • Assistance in preparation of periodical reports for centralized Finance and HR departments 
  • Assistance to centralized finance dept. and external accountants which includes providing supportive documentation and reports for the preparations of monthly and annual financial statements and payroll related data Finance
  • Sales administration activities which includes review of customer's contracts, assisting in answering public tenders and generation of internal sales orders
  • Maintain office supply stock (paper, toner, etc.)
  • Assistance to marketing function which includes: assistance with the organization of seminar and events, marketing materials, press releases and website updates.
  • Ad-hoc researching, creating and/or editing information lists, tables, etc.
  • General secretarial duties, including travel booking and office maintenance
  • Organizing incoming and outgoing mail, shipments, and deliveries
  • Assisting with company's travel arrangements
  • Communicating and writing correspondences and texts both in French & English
  • Various other duties as assigned by management
Required education experience:A Bachelor’s degree and minimum 3 years of specialized finance and administrative support experience
Additional required skills include:
  • Flexible, positive and energetic and be able to work in a fast paced environment and adapt to changes
  • Team player, courteous and professional when interacting with colleagues and customers
  • Multi-task, great analytical skills, attention to details and immediate execute emergency requests
  • Be able to communicate clearly and fluently (both orally and in writing) in English- this is a must
  • Be able to work independently and successfully in a team environment, supporting international staff
  • Knowledgeable of the MS Office Suite with demonstrated proficiencies in Outlook, Word, Excel, PowerPoint and Access
Employment details:
  • Indicative salary : up to an annual salary (before social benefits) of 30 400 Euro
  • Duration : 80% part time Start date: immediate
  • Workplace : Paris, France
  • Weekly working time : 38 hours / Week
  • Travel : Very remote

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