Advert for a Meetings Administrative Assistant

The European Telecommunications Standards Institute (ETSI), based in Sophia-Antipolis (06), is looking for a Meetings Administrative Assistant to integrate its Marketing Division, within the Events team.

MISSION

The Meetings Support Administrator acts as the main point of contact for meetings taking place in the ETSI premises, providing comprehensive administrative and logistical support. This role supports the efficient organisation and delivery of meetings and events at ETSI, facilitating smooth onsite operations while delivering a "best in class" delegate experience. Additionally, the position handles procurement for meetings and other activities organised in the region.

This role englobes the following responsibilities:

  • Act as the primary contact for Technical Groups meetings and other meetings organised in ETSI.
  • Assume global support for meetings taking place in ETSI, from handling requests via the ETSI portal to ensuring successful delivery.
  • Oversee meeting room reservations and ensure rooms are prepared and operational, coordinating with stakeholders to resolve any issues.
  • Handle administrative tasks such as issuing invitation letters, compiling meeting statistics and maintaining the event calendar.
  • Coordinate onsite logistics for ETSI meetings and events, including catering, signage, check-in activities, and ad-hoc support.
  • Ensure smooth onsite operations by liaising with internal and external stakeholders.
  • Contribute to high delegate satisfaction and continuous improvement of meeting services through enhancement projects.
  • Handle procurement and vendor relations for meetings and activities organised in the region, including offsite trainings, board dinners, team-building activities, farewell cocktails.
  • Coordinate requests across all Secretariat divisions and implement processes to support internal needs.
  • Liaise and negotiate with external suppliers as required and maintain preferred supplier lists.

PROFILE

This role requires a highly organised, proactive, and detail-oriented profile. Candidatures are particularly welcome from candidates having the following profile:

  • Hands-on, proven experience in customers facing environment is required
  • Excellent organisational skills, proficient in logistical coordination and administrative oversight
  • Results -oriented team player, experience working in an international team environment
  • Able to collaborate effectively in a buddy setup
  • Well-developed customer service approach
  • Strong communication abilities (both written and verbally) and interpersonal skills
  • Adaptable, dynamic and self-driven, ability to cope with tight deadlines
  • At ease with negotiations
  • Fluency in English and French (both oral and written)

The post will be based at our headquarters located in Sophia-Antipolis, a lung of greenery between Cannes and Nice.

If you want to contribute to sustainable innovation and design tomorrow’s world in a renowned organisation which invests in its employees' well-being and satisfaction, join ETSI!

All applications (cover letter and C.V.) must be submitted through our online application form by Friday 19 December 2025.