Julien Mercier
Office Secretary | Administrative Coordination & Records Management
Toulouse
Professional Summary
Methodical and detail-oriented Office Secretary based in Toulouse with extensive experience supporting executive teams, managing front-office operations, and streamlining departmental documentation. Skilled in agenda coordination, business correspondence, electronic archiving, and liaison between internal departments and external partners.
Work Experience
AéroMeca Solutions
Toulouse, France
Senior Office Secretary
Mar 2021 – Present
- Manage administrative operations for an engineering office of 45 staff members, coordinating executive agendas, meeting rooms, and department calendars.
- Screen incoming correspondence, draft formal bilingual memorandums, and distribute inquiries across multidisciplinary project units.
- Process incoming supplier invoices, match delivery receipts against purchase orders, and route validated records to the accounting team.
- Organize domestic and European travel itineraries, accommodations, and expense reports for leadership and visiting technical consultants.
Occitanie Ingénierie Conseil
Toulouse, France
Administrative Secretary
Sept 2015 – Feb 2021
- Prepared executive meeting minutes, assembled board briefing dossiers, and ensured timely distribution of monthly management summaries.
- Standardized filing and digital archiving conventions across three internal departments, reducing document retrieval times for contract files.
- Welcomed an average of 30 weekly clients and visiting partners, managing security badges and hospitality services.
- Supervised office supply inventories and coordinated facility maintenance requests with external service contractors.
Pyrène Logistique Services
Toulouse, France
Office Assistant
Nov 2010 – Aug 2015
- Handled daily reception duties, switchboard call routing, and general email inbox triage across operational departments.
- Maintained physical and electronic records for vendor contracts, delivery slips, and facility records.
- Assisted the branch manager with calendar scheduling, presentation formatting, and outgoing customer dispatches.
Education
Lycée Ozenne
BTS Assistant de Manager · Administrative Management and Support · Toulouse, France · Graduated with Honors · Sept 2005 – Jun 2007
Completed comprehensive coursework in executive office administration, commercial correspondence, internal communication workflows, and bilingual business communication.
Key Projects
Electronic Records System Transition
Apr 2022 – Nov 2022
- Audited legacy physical filing cabinets and cataloged over 2,500 client dossiers for scanning and structured electronic storage.
- Collaborated with internal IT staff to configure folder permissions and establish standard indexing guidelines across team workspaces.
Core Skills
Executive Scheduling
Records Management & Archiving
Meeting Minute Drafting
Travel & Itinerary Coordination
Bilingual Business Correspondence
Invoice & Purchase Order Processing
Office Supply Inventory Management
Visitor Reception & Switchboard
Microsoft 365 (Word, Excel, Outlook)
Languages
French
C2
English
B2
Spanish
B1
Certifications
TOSA Microsoft Excel Certification (Advanced)
Isograd · May 2023
Volunteer Experience
Festival du Livre Occitan
Toulouse, France · May 2024 – Jun 2024
- Logistics & Reception Volunteer
- Managed registration rosters, badge distribution, and informational signage for a regional weekend literacy festival hosting 1,200 attendees.
- Assisted guest speakers with schedule briefings, venue navigation, and administrative check-ins.