Personal Assistant

Description entreprise :

The ILL is an international research facility at the forefront of neutron science and technology. Its High-Flux Nuclear Reactor delivers the world’s most intense neutron beams to a suite of over 40 scientific instruments. Every year, some 1800 international researchers visit the ILL to carry out cutting-edge experiments across a range of scientific disciplines, driving innovation in the fields of health, energy, the environment and quantum materials. The ILL is also involved in the production of radioisotopes for medical applications. The ILL employs over 500 staff from 25 different countries, in a diversity of careers and a multicultural and inclusive environment.

The Reactor Division is responsible for the safe, reliable, and efficient operation of ILL’s high flux reactor. It oversees reactor operations, fuel management, maintenance, engineering, radiation protection, and technical support. The RDe employs around 100 people, mostly reactor operators and maintenance technicians and nuclear engineers, as well as safety, radiation protection and operations support staff.

Description du poste :

You will join the ILL’s Reactor Division, where you will perform secretarial duties for the Head of Division and provide general administrative support to the entire division. This role is at the heart of the ILL's relations with France’s nuclear safety and security authorities. It calls for a meticulous approach to the handling of sensitive documents and involves working in close collaboration with the personal assistants of the other members of the ILL’s Management Board. Special security clearance (‘habilitation’) is required for this post, given the sensitive nature of some of the documents and activities associated with the role.

Your tasks
• Handle administrative relations with the French authorities (French nuclear safety authority (ASNR), Senior Defence and Security Advisor (HFDS) within the Ministry of Ecological Transition and its technical support services, Préfecture, police): processing, distributing and archiving incoming and outgoing correspondence, maintaining the correspondence register.
• Manage the logistics involved with inspections (ASNR, HFDS, EURATOM) and emergency response exercises.
• Handle documents classified as “Secret” and “Restricted” and monitor compliance with the associated security clearance and screening procedures.
• Handle administrative matters linked to crisis management: badges for access to CEA Grenoble, maintaining the list of ILL staff who may be involved and the associated documentation.
• Remain up to date with safety reference frameworks (safety report, general operating rules, on-site emergency plan and safety instruction sheets) and regulatory documents relating to nuclear materials, as well as documents governing reactor operations (procedures, RHF reactor reports, instructions).
• Organise regular meetings of the Reactor Division and draft the associated minutes.
• Organise important visits to the Reactor Division (safety authorities, public authorities) and other events, in collaboration with the other personal assistants.
• Perform secretarial duties for the Head of the Reactor Division: managing his agenda, phone calls, emails, correspondence, travel arrangements and travel expenses.
• Coordinate the annual performance reviews and manage data forwarded to the Joint Careers Commission.
• Collaborate with the personal assistants of the other members of the Management Board to ensure that actions are effectively coordinated in line with the objectives set.

Profil recherché :

• Level 4/5 qualification in business and administration or a related field, or administrative secretary and personal assistant diploma
• Proven experience as a personal assistant
• Excellent command of written and spoken English and French
• Meticulous nature and professionalism, particularly in the handling of sensitive and/or classified documents
• Strong organisational skills, ability to manage a variety of tasks simultaneously and liaise with multiple stakeholders
• Ability to perform day-to-day tasks independently
• Good interpersonal and teamwork skills, particularly when coordinating with the other personal assistants.