Private Secretariat

PRIVATE SECRETARIAT 

Role: Versatile, and assists the Mayor in:

• administrative, technical and legal support and advising the Mayor in the exercise of his responsibilities and decision-making;
• support in the daily missions of representing the executive as well as all elected officials;
• as an interface or intermediary between the executive and elected officials, between the executive and services, institutional and private partners, but also between elected officials and citizens.

• Description :

In this capacity, the Mayor’s private secretariat has the following main missions:

• manage the Mayor’s schedules;
• organize meetings and appointments and liaise with other to facilitate the Mayor’s interventions.
• To manage, confidentially, the mail of the mayor and certain elected officials;
• ensure active and proactive management of  schedules and supports the organization of appointments, meetings and manages the resulting logistics and delve deeper into requests for appointments, meetings, in order to define their relevance, opportunity and establish their prioritization;
• to carry out administrative and cross-functional tasks, in particular, ensuring that files are complete for each appointment, meeting, etc.;
• to ensure , in conjunction with the Protocol department, the management of the allocation of protocol seats during events and ceremonies;
• to provide administrative support to elected officials when needed and to occasionally carry out missions to escort the mayor, elected officials, delegations.

• Formalities required :
  • Request for a meeting with the Mayor.
  • Mail drop-off point confidential .
  • Monitoring of official appointments.
• Useful documents :
  • Official or personal letter addressed to the Mayor.
  • Applicant’s identity document (if necessary).
  • Any supporting documents related to the application (invitation, file, etc.).