Versatile Executive Assistant (M/F)

Assistance to the General Management and administrative management of new hires

• Managing the Comex agenda: prioritizing, organizing meetings, and managing travel.
• Preparing executive files: creation, proofreading, and formatting of documents, reports, and presentations.
• Filtering and managing information flows: priority and confidential handling of emails and mail.
• Coordinating stakeholders: key interface with internal and external contacts (clients, candidates, service providers).
• Monitoring onboardings in liaison with HR and IT departments (Managing badge access, phones, and equipment for new employees with the IT department).

Coordination and monitoring of General Services

• Ensuring excellence in the work environment by coordinating all partners and service providers (reception, maintenance, office supplies, security).
• Managing workspaces and ensuring a functional work environment.
• Budgetary and contractual monitoring: managing the general services budget, monitoring supplier contracts, and continuously seeking cost optimization.
• Managing equipment and stocks: monitoring supply orders and managing hardware inventory in close liaison with the IT department.
• Maintenance and continuous improvement: reactive handling of local malfunctions and proposing pragmatic adjustments to streamline daily office life.

Organization of Internal & External Events

• Monitoring company events: In liaison with the Marketing Director, you are responsible for planning internal and external events.
• Reception and representation: taking care of VIP visitors (institutional clients, strategic partners).

Internal Communication

• Contributing to the animation of internal communication (information notes).
• Support in organizing collective highlights (team buildings, internal HR events).

Occasional participation in some cross-functional projects in liaison with internal teams.

Technical Skills

• Mastery of digital tools: Office suite (Outlook, Word, Excel, PowerPoint) and collaborative tools (shared calendars, remote work platforms).
• Administrative skills: writing ease, documentary rigor, and methodical organization.
• An understanding of the financial and regulatory ecosystem is a plus.

• Languages: English B1/B2 (written and oral).

Soft Skills

• Absolute discretion, sense of service, and management of sensitive information.
• Anticipation, proactivity, fine management of priorities, and stress management in a demanding environment.
• Interpersonal skills, team spirit, and natural adherence to company values.