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




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.



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.



  • 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