Executive Assistant

Job description

HOW WILL YOU MAKE AN IMPACT?

We are seeking a highly organized, proactive, and experienced Executive Assistant to provide comprehensive support to three Directors within our Group HR department. This is a dynamic role requiring excellent communication skills, meticulous attention to detail, and the ability to manage multiple priorities in a complex environment. A strong customer focus, proactive attitude, curiosity and the ability to prioritize a demanding and high visibility workload while maintaining a sense of humor and collaboration will also be important qualities to ensure success in this position.

 

Key Responsibilities:

·  Provide comprehensive administrative support to three Group HR Directors, ensuring the smooth and efficient operation of their daily activities
·  Maintain and manage complex calendars, scheduling meetings, appointments, and conference calls, proactively resolving conflicts and ensuring optimal time management
·  Coordinate meetings, workshops, and other events, including venue selection, catering arrangements, preparation of materials, and logistical support
·  Coordinate and manage all aspects of travel arrangements, including flights, accommodation, transportation, and visa requirements
·  Prepare and process expense reports accurately and in a timely manner
·  Process and manage leave requests and expense claims for direct reports
·  Manage vendors creation and extensions, purchase orders (POs), track invoices, and reconcile expenses, ensuring accurate record-keeping
·  Support and coordinate various HR projects
·  Monitor deadlines on projects or meetings for the departments
·  Draft and prepare correspondence, presentations, and other documents, ensuring accuracy and clarity
·  Handle sensitive and confidential information with the utmost discretion and integrity
·  Ensure good information flow and communicate with internal / external stakeholders

 

HOW WILL YOU EXPERIENCE SUCCESS WITH US?

·  Previous experience as an Executive Assistant supporting senior executives
·  Fluency in English, French a big asset, including excellent communication skills, both verbal and written
·  Solid organizational skills, attention to detail, and a strong sense of responsibility
·  Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and SharePoint. Must be digitally savvy and comfortable using various technology platforms
·  Proven ability to handle sensitive information with discretion and maintain confidentiality
·  Proactive and resourceful with a problem-solving mindset, able to anticipate needs and take initiative
·  Ability to build strong professional relationships with colleagues at all levels
·  Adaptable to shifting priorities and deadlines in a fast-paced environment, with the ability to remain calm and focused under pressure
·  Excellent interpersonal skills and a collaborative approach to teamwork

WHAT MAKES OUR GROUP DIFFERENT?

Our true power does not lie in our similarities but in the rich diversity of our arts, cultures, and human skills, as well as our specific ability to foster untapped potential.

- We value freedom, collegiality, loyalty, and solidarity.
- We foster empathy, curiosity, courage, humility, and integrity.
- We care for the world we live in.

YOUR JOURNEY WITH US

If your application is selected, we will reach out shortly for an introductory call.

 

As part of the interview process, we always ensure complete insight and transparency, namely, you will have the chance to meet people who will be crucial to your future success in the role