Job Description

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with passion and imagination, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions. There\'s much to learn and many to learn from, with more than 16,800 employees around the world to explore ideas and ambitions with.
In France, discover the empowered passionate professionals who made history creating our legendary perfumery school. Feel the heritage. Acquire knowledge and experience, gained in our renowned European Creation Centre, or from any of our 17 innovative sites across the country. Every day, your commitment, your humility, and your risk-taking will shape our future. Every essence of you enriches our world. We are Givaudan. Human by nature.

Perfumery School Executive Assistant F/M/D - Your Future Position?

Reporting to our Head of Perfumery School, your role is to perform and coordinate clerical, technical and logistical tasks for the School of Perfumery, based in Argenteuil. Y

ou ensure efficient operations of the unit and support the team in duties, according to the company\'s policies and local directives from your stakeholders (directors, students, program manager and laboratory assistants)

Sounds interesting? It could well be your perfect opportunity if, like us, you always aim to exceed customer needs, deliver value and are skilled at fostering strong relationships.

In this exciting role you will:

Office Administration and Personal Assistance
\xc2\xb7 Perform daily office duties: type up documents, perform filing, update computer records, use office equipment like phone, printers, photocopiers and fax machines
\xc2\xb7 Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies and ordering new supplies
\xc2\xb7 Ensure office equipment is functioning by completing preventive maintenance requirements and managing repairs
\xc2\xb7 Schedule meetings and ensure venues and equipment for meetings. Take notes during meetings and prepare meeting minutes
\xc2\xb7 Make travel arrangements for staff: business trips, home leaves and Organization of harvest fields visits: train, plane, hotel, program and assistance\xe2\x80\xa6
\xc2\xb7 Assist the HR for the candidate test sessions before the entrance at the Perfumery School
\xc2\xb7 Support the trainee perfumers upon arrival: internal integration appointments, as well as EHS measures, technical and administrative logistics throughout the duration of their training within the school, i.e. 4 years: desks, procedures, computer access rights, office logistics, supplies and lab.
\xc2\xb7 Liaise with the HR for administrative declarations (also for their future internships).
\xc2\xb7 Organise the internships in other departments abroad and in France (reservation of accommodation and coordination with the HR of the various Givaudan sites.)
\xc2\xb7 Follow-up of their apprentice during 4 years, statistics on their progress. Organization of blind test session of their accords, codification and report to managers.
- Update of the olfactive tools and supports (accords file, accords boxes, sch\xc3\xa9mas, skeleton...)
- Organization of the end of 3rd year student defense event
- Organization of the graduation event for students at the end of their training (once every 4 years)

Communication
\xc2\xb7 Respond to routine inquiries from internal or external sources / Take and distribute accurate messages
\xc2\xb7 Manage the customer training agenda and program: coordination of requests with Givaudan customers or sales people. Establish quotes and training agreements for charged training. Implementation and transfer of attendance training sheets to the finance department for invoicing, then follow the invoices.
\xc2\xb7 Prepare the training room with adequate materials/tools. Maintenance of training tools and updating of powerpoint presentations...
\xc2\xb7 Determine with the managers and laboratory team the need of material training kits on a global scale and shipments (sales, customers and QC in particular; candidate tests in creation centers, etc.).
\xc2\xb7 Answer to demands of the Singapore Perfumery School and its team
\xc2\xb7 Operational organization of events within the School of Perfumery: Coordination of the arrival of journalists and media + internal members of the communication department
\xc2\xb7 Support for long-term external or internal perfumer trainees: technical and administrative logistics throughout their training week/month within the school: ordering of IT tools, allocation of rights, office and lab. Coordination with HR and sales for administrative declarations of long-term interns (drive). Coordination of internal appointments for EHS measures. Daily interface when needed

Reporting

\xc2\xb7 File and retrieve documents and reference materials, conduct research, collect and analyse data to prepare reports and documents (annual budget (N+2), with the Perfumery School Program Manager: Update and share all our data since the creation of the School). Consolidate and share the half-yearly activity report to Fragrances managers (on training already provided and those to come).
\xc2\xb7 Revise and suggest improvements to processes and record-keeping systems on the drive.

You?

Your profile includes:
\xc2\xb7 High School diploma (BAC + 2 minimum)
\xc2\xb7 Post-secondary education in business, computers, or office management is an asset
\xc2\xb7 minimum 2 years of experience in administrative support role
\xc2\xb7 Fluency in English and French essential
\xc2\xb7 Computer literacy
\xc2\xb7 Time Management skills
\xc2\xb7 Good interpersonal skills
\xc2\xb7 Organisational skills
\xc2\xb7 Communication skills
\xc2\xb7 Problem solving skills
\xc2\xb7 Autonomy
\xc2\xb7 Problem solving skills
\xc2\xb7 Flexibility
\xc2\xb7 Ability to listen
\xc2\xb7 Sense of hospitality
\xc2\xb7 Responsiveness and reliability
\xc2\xb7 Confidentiality
\xc2\xb7 Interest in olfaction

At Givaudan, you contribute to delightful taste and scent experiences that touch people\'s lives.
You work within an inspiring teamwork culture - where you can thrive, collaborate and learn from other talented and passionate people across disciplines, regions and divisions.
Every essence of you enriches our world.
Diversity drives innovation and creates closer connections with our employees, customers and partners.
Givaudan embraces diversity and is committed to building an inclusive environment where everyone impacts our world.

At Givaudan, you contribute to delightful taste and scent experiences that touch people\xe2\x80\x99s lives.
You work within an inspiring teamwork culture \xe2\x80\x93 where you can thrive, collaborate and learn from other talented and passionate people across disciplines, regions and divisions.
Join us and Impact Your World

Diversity drives innovation and creates closer connections with our employees, customers and partners.
Givaudan embraces diversity and is committed to building an inclusive environment where everyone impacts our world.

Givaudan