Event Project Assistant

General Information

Job Title: Event Project Assistant

Grade: Assistant

Department / Division: Logistics & Engineering

Reporting to: Engineering Supervisor, Manager

Start Date: ASAP

Location: Boulogne-Billancourt, France

Purpose

The Engineering Assistant supports the Manager and the Coordinator in all activities related to the Engineering department during the preparation phase and event-time phase of multiple projects.

HBS is looking for a candidate with events experience, flexible and organised with the ability to work on multiple projects at the same time. The candidate enjoys working in a fast-paced international environment, works well as part of a team and is comfortable with team members at various (international) locations.

Required qualities are:

• Great involvement and enthusiasm
• Sense of responsibility
• Customer service oriented
• Hands-on approach

Main Activities / Responsibilities

Corporate

• Assist and support the Manager and Coordinator in the day to day tasks, such as correspondence, administration, planning, core team logistics bookings (TRFs), schedule meetings and share minutes, etc…
• Assist in maintaining inter-departmental communication, with circulation of information and documentation, keeping it up to date.

Multi-Projects Coordination Support

• Assist in the contribution to CRUISE, a PMO tool implemented for the projects as per guidelines, by keeping the data up to date as per Project Timelines.
• During the event preparation phase:
  • Liaise with appointed Technical suppliers to implement their staffing plan into the CRUISE tool, in line with project timeline and operational needs: staff list, PIAFs, accreditation, travel & accommodation, IT needs, VISA…
  • Assist in the coordination of workshops and seminars in relation to the Manager and the Coordinator
• During event-time:
  • Follow-up the Broadcast Engineering staffing plan implementation on-site with HBS support departments
  • Report to the Manager

Position Relevant Skills (Education / Work Experience / IT)

• Fluency in English (written and spoken)
• Ability to work with Microsoft Office package
• At ease with building a cooperative atmosphere
• Highly organized and proactive, with the ability to follow up on multiple projects at the same time, with tight deadlines
• Analytical skills, with the ability to check thoroughly and update documentation, with a focus on consistency and accuracy to meet deadlines.
• Flexible approach to work, with the ability to work under pressure and adapt to changing priorities and demands.
• Good communication and trouble-shooting skills (many stakeholders involved: HBS departments, technical suppliers, operational staff on site, etc…)

Required Languages

• English fluent (Spoken & Written)