Management Office Assistant

Are you organized, proactive, and ready for the next step in your career, finding satisfaction in providing essential support to a board and office? Then we’d love to have you on our team!

Information
The department of Mathematics & Computer Science (M&CS) is looking for a Management Assistant for the Board secretariat. As a Management Assistant for the Board Secretariat, you will play a critical role in supporting the smooth functioning of the board and office operations within the department. You will act as the primary point of contact for board members and take on various responsibilities to ensure effective coordination and communication. Your duties will require a high level of organization, discretion, and proactivity.

You will perform the following duties:

• You will be part of the M&CS board secretariat and provide secretarial support especially to the managing director, the other department board members, and the departmental office (HR, finance, facility services, policy, communication, PDO) and appointment committees (BACs). You work accurately and remain calm under pressure.
• You organize meetings with internal and external participants, managing complex calendars and ensuring everyone receives the right documents on time.
• You provide full secretarial support for BACs: agenda management, preparing and distributing papers, taking minutes in English, archiving files, and following up on action points.
• You provide practical support such as arranging room reservations, catering, ordering flowers and gifts.
• Planning and organizing social events for the department and office, such as the end-of-year drink and department event.
• Organizing the secretarial meetings. Additionally organizing the Secretary’s Day, scheduling informal coffee moments, and sharing relevant information with other secretaries.
• You handle internal communication by sending out department mailings (Board Business, facility updates, newsletters, information from the board) and by keeping the department mailbox and several mailing lists up to date.
• You take care of administrative and financial processes, such as preparing and processing purchase orders, reimbursements, and travel requests, as well as handling incoming calls and correspondence in a professional and friendly manner.
• You provide practical support in facility and housing matters, including furniture requests, and liaise with Facility Services.
• You act as a backup for the colleague board secretaries to ensure continuity of service.