Job details

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Position
Tendering Executive Assistant
Vacancy ref
60888
Based in
Paris (Suresnes)
Business area
Surf and Conventional
Working hours
37.5 hours per week
Contract type
Staff
Closing date
28/02/2019
Languages in which you may apply
English
Vacancy information

Subsea 7 are currently looking for an Executive Assistant for their Tendering team, based in Suresnes (Paris)

OVERVIEW OF ROLE

  • The Tender Executive Assistant (Tender EA) executes secretarial support work for the Tender Department under the guidance of the Tendering Director.
  • The Tender EA gives administrative support when necessary across functions between Tender FR & UK and HSEQ/SCM/Legal & Finance in Suresnes.
  • The Tender EA operates in accordance with Subsea 7's Business Management System processes.
  • All personnel are expected to contribute towards creating a positive HSEQ culture within Subsea 7 and to ensure familiarity with and adherence to local HSEQ codes and practices.

Specific Key Responsibilities & Activities

Manage GPC Tender Sharepoints Team Sites

  • Responsible to set up and maintain GPC Tender Team Site structure.
  • Provide and maintain Group Permissions access (Team and Tenders).
  • Manage alerts for the Tender Team

Organisation/Preparation of Offers/Bids

  • Maintain & Set up offer's Templates in line with Subsea 7 branding (MA-GL-COM-001) and spread it to Tender Team.
  • Responsible for setting-up Team Site offer's structure on SharePoint (liaise with Technical Lead to consolidate with his structure).
  • Collect internal documents and ensure filing in accordance with the established distribution matrix and file as required.
  • Review formatting of offer’s deliverables to ensure consistency and cleanliness.
  • Save, print, consolidate and expedite final proposal with core Tender Team.
  • Ensure correct archiving of all submitted offers.

Meetings

  •  Book meeting rooms, send invitations to all attendees and order coffee/lunch breaks.
  • Organize Pre Tender and Tender Board meetings in liaison with the other Regions/Department Managers Assistants.
  • Set up and support video and phone conferences.
  • Plan and organise special events such as Team building, Workshops as per budget.
  • Participate to GPC Tender Weekly meeting.

 

 

 

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