France: Administrative Assistant – M / F

Organization: International Association of Universities
Country: France
Closing date: 16 Apr 2018

Contract: CDD 12 months

Starting Date: immediate

Deadline for applications: 16 April 2018

Working hours: 28 hours per week over 4 days (Monday to Thursday or Tuesday to Friday) 9:30 am to 12:30 pm and 1:30 pm to 5:30 pm)

Working conditions: shared offices

About IAU

The International Association of Universities (IAU) is an international NGO bringing together higher education institution (HEIs) from around the world. The offices are located in Paris.

IAU encourages debate and action on key issues related to higher education. IAU also offers its members and the worldwide higher education community a set of services as well as a forum for discussion. More information on **


The Administrative Assistant will assist the IAU Secretary-General on a daily basis, as well as the Head of Administration and Finance and the Program and Membership Development Officer. The main tasks of the post are the following:

Management Assistant

  • Organization of the Secretary-General’s agenda – appointments, conference calls, meetings;

  • Tracking the Secretary-General’s emails and files;

  • Organisation and preparation of the Secretary-General’s travel

  • Sorting and filing of related documents, business cards, etc.

Administrative tasks – Membership

  • Preparing calls for payment of membership fees (annual call and reminder);

  • Issuing payment receipts;

  • Updating membership payment database (in ACCESS)

  • Depositing of cheques;

  • Membership mailings (information packs, welcome kits);

  • Updating and archiving of membership files;

General Administrative Tasks

  • Collection, registering and redistribution of mail;

  • Franking and sending of mail;

  • Preparation and sending of IAU publications (IAU Horizons, 4th Global Survey, etc.) and preparation of bulk sending via courier service;

  • Preparation of stationery orders;

  • Overseeing the maintenance of the printer and franking machine;

  • Updating the inventory of computer equipment and furniture;

  • Arranging travel for IAU staff as necessary;

Required profile

  • Perfect command of written and spoken French;

  • Good knowledge of written and spoken English;

  • Proficient in MS Office, EXCEL and ACCESS;

  • Multi-skilled and organized;

  • Rigorous and flexible;

  • Sense of discretion;

  • Excellent interpersonal and intercultural skills;

Minimum BAC + 2 (BTS Management Assistant, BTS Management Assistant SME-SMI etc) or other equivalent diploma, with a minimum of two years’ work experience.

How to apply:


Please send CV and covering letter to Mrs. Angella NINO