CDD Assistant - Work Environment Department

Company Description

Accor

French hotel group founded in 1967, Accor is the leading hotel group in Europe and the sixth largest in the world. It has a portfolio of 40 brands in the luxury (Raffles, Fairmont, Sofitel, etc.), premium (Adagio Premium, MGallery, Pullman, Swissôtel, etc.), mid-range (Novotel, Mercure, Adagio, etc.) and economy (Ibis, Hotel F1, etc.) segments.

The group is present in over 110 countries, with 5,445 hotels and 300,000 employees on five continents1. It has a total capacity of 802,262 rooms (at the end of December 2022).

Since 2016, Accor has been diversifying its assets into new hotel services: luxury residences (Onefinestay), shared offices (Wojo, Mamaworks), concierge services (John Paul), catering and events (Potel & Chabot, Paris Society), and IT services (D-Edge, Gekko, VeryChic, Adoria, Astore, ResDiary).

Discover our culture, our values and our ambitions on https://group.accor.com/

Work Environment Department

At the Accor Headquarters, the Work Environment Department provides services to head office staff and ensures that buildings are operated in compliance with health and safety standards at the various Paris sites:

• Evry, the historic headquarters where the Group was founded,
• Issy-Les-Moulineaux, Tour Sequana,
• Paris, Coeur Marais building.

The Work Environment Department manages:

• Over 65,000m2
• More than 4,000 Workstations,
• With an operating and investment budget more than €50 million.

Job Description

The assistant will report to the Work Environment Manager based in Issy-les-Moulineaux and liaise between her and the site managers.

Key Interactions

Assistance, management of the car fleet, communication and events organization of the Direction, management of supplier relationships.

Mission

The mission of the Executive Assistant to the Work Environment Department Manager is to provide comprehensive and proactive support, enabling the smooth operation of the Department and empowering the manager to focus on strategic objectives.

This entails managing all administrative tasks efficiently, including calendar management, managing team schedules, travel arrangements, meeting coordination, and document preparation.

The Executive Assistant will play a vital role in facilitating effective communication within the site and across services of Department, fostering a collaborative work environment. With meticulous attention to detail, exceptional organizational skills, and a proactive approach, the Executive Assistant will contribute to the smooth running of the Department by ensuring optimal productivity, streamlining processes, and enabling the site managers to maximize their effectiveness and interactions.

Other tasks will be include as managing the car fleet, managing relations with suppliers...

Role and Responsibilities

General Secretary Missions

• Managing the Work Environment Manager's diary, preparing meetings and trips.
• Receiving and filtering telephone calls and receiving people in person.
• Passing on information: processing and passing on decisions, memos and contracts internally and externally.
• Preparing and organizing decision-support files (examining files) and meetings (invitations, preparing files, booking rooms...).
• Managing and drafting minutes of meetings and other documents (letters, reports, notes...).
• Interfacing between the manager and his/her contacts (internal and external): organizing appointments and schedules.

Car Fleet Management

Managing the service provider in charge of the vehicle fleet:

• Supervision of orders, receipts, renewals and returns.
• Monitoring the service providers associated with the car fleet: monitoring the various green cards (insurance), petrol cards, Euromasteur card (tyres), Carglass (windscreens), etc.
• Follow-up of repair estimates with repairers and insurance files (vandalism, theft and other claims).
• Managing relations with human resources and accounting for the transmission of information and data.

Supplier relationship management

• Consolidation of contractual data (document archiving for all sites, contract database).
• Periodic monitoring of the various documents submitted by suppliers: civil liability certificate, URSSAF declaration...
• Organization of monitoring and steering meetings, documents management.

Qualifications

Hard skills

• Conversant with MS Office and on-line applications.
• Able to use new communication tools.
• Interested in technical issues relating to the acti