Executive Assistant / Office Manager

 

We are looking for a talented Executive Assistant/Office Manager to join our dynamic team.

 

As Executive Assistant and Office Manager, you will be responsible for providing first-class administrative and organisational support to our management team.

You serve as a central point of contact for various clients, stakeholders and service lines within the firm, contributing to seamless coordination.

 

Your responsibilities will be divided into 6 major areas:

• Personal assistance to the General Manager and CEO
• Executive support
• Office Management
• Investors’ relations
• Corporate Legal
• Intellectual Property

 

YOUR MISSIONS

 

Personal Assistance:

• • Coordinate the executive’s calendar, meetings and travel arrangements
  • Edit the expense reports
  • Handle the travels and appointments
  • Handle personal correspondence and communications

Executive Support:

• • • Organization of top management internal meetings
      • Board meetings
      • Executive committees (online weekly meetings, offsite meetings)
      • Townhall meetings
      • Monthly Management meeting
      • Countries Business reviews
      • Exco’s weekly meeting
      • Activities in relation with these meetings: Provide administrative and organizational support to the executive directors and internal/external stakeholders, including complex calendar management, meeting organization, preparation, and follow-up for both internal and external meetings, presentation preparation, and travel coordination.

Office Management:

• Elaboration and follow up of the budget
• Management of 2 front desk assistants
• Coordination of various activities:  fitting-out work, relation with craftsmen  /new comers desk assignment and purchase of equipments /  mobility policy, parking agreements and assignments / leasehold management and relation with the régie / corporate services (transport, furniture, building management, employees’ benefits and services for a “good place to work”, …) / ensure cost monitoring and follow-up / internal HQ communication
• Events : collaborate with the Communication team to organize and coordinate both internal and external events.

 

Investors’ relations:

• Prepare and edit correspondence, reports, and presentations.
• Coordinate the investors’ request with the Management.
• Manage the calendar of activities and ensure the follow up of actions.

 

Corporate Legal:

• Act as a liaison between the executive and external stakeholders (ie: lawyer, notary, …).
• Administrative management of the legal entities (statutes, registers,…).

 

Intellectual property:

• Administrative management of patents, trademarks and domain names.
• Coordination with internal actors (R&D, marketing, …).
• Interface with external partners.
• Organize and maintain files and records.

 

WHO YOU ARE

You have solid experience as an executive assistant, able to manage multiple tasks in tight collaboration with the management.

• Exhibit task prioritization abilities, flexibility, and relevant experience to handle daily challenges efficiently.
• Service and solution-oriented mindset.
• Enjoy working independently, with a team spirit, and proactively.
• Value positive relationships with colleagues and clients, actively building a meaningful network.
• Discretion and confidentiality are essential.
• Excellent verbal and written communication skills in both French and English.
• Good knowledge of IT tools such as Microsoft Office is also required.

 

CONDITIONS AND ADVANTAGES

• Full time position
• Home office: 1 day per week
• Attractive remuneration
• Good Social insurances package
• Modern infrastructure
• Sports activities during lunch break, Team building
• Agile and international environment

 

If you’re a proactive thinker with a positive attitude, we’d like to hear from you.

Apply today to join a passionate team and contribute to the success of our company.

Follow the link:  https://spineart.bamboohr.com/careers/36?source=aWQ9MTU%3D