Executive Assistant

Smiths Group; Vitry-sur-Seine; Sur place; EUR 30 000 - 45 000; Temps partiel

Résumé du poste

A leading company is seeking an Executive Assistant to support Directors by managing administrative tasks, organizing meetings, and ensuring effective communication across departments. The role requires strong organizational skills and proficiency in Office tools, with a focus on maintaining confidentiality and adapting to new challenges.

Qualifications

• Experience in an international environment and related techniques.
• Ability to work independently and maintain confidentiality.

Responsabilités

• Manage calendar, travel arrangements, and expense reports.
• Draft internal letters and memos, coordinate meetings.
• Facilitate communication between Directors and external contacts.

Connaissances

Time management

Microsoft Office Suite

Organizational skills

Calendar management

Administrative experience

Google Suite

Communication skills

Research and analysis

Formation

Bac 2 to Bac 4

Outils

SAP

Office tools

Description du poste

The role of the executive assistant involves supporting one or more Directors in their daily tasks by relieving them of administrative duties and acting as a liaison with various contacts.

He / She is responsible for organizing, coordinating, and processing information essential for the company's activities.

Missions and Responsibilities :

1. Review, alert, and follow up on emails, calls, and letters; manage resulting actions and documents
2. Manage the calendar, travel arrangements, and expense reports
3. Organize videoconferences and conference calls
4. Arrange meetings, seminars, both within and outside the Group, ensuring logistical support
5. Greet visitors and delegations
6. Serve as the interface with various Departments and Management (scheduling meetings, communicating information)
7. Draft internal letters and memos
8. Coordinate arrival schedules for employees based on the Directors' needs
9. Manage signatures and notarization of documents
10. Prepare purchase requests, track orders until payment
11. Follow up on actions and decisions
12. Ensure document quality and manage internal procedures
13. Manage specific files within scope of responsibilities
14. Coordinate and delegate administrative activities
15. Propose improvements to departmental functions
16. Facilitate communication between Directors, external contacts, and the Group
17. Verify signatures according to DOA, register and distribute signed documents
18. Propose process improvements
19. Provide occasional support to other departments (e.g., client events) as needed

Qualifications :

Education : From Bac 2 to Bac 4

Knowledge : Company operations, experience in an international environment, related techniques, working in a matrix organization

Skills :

Proficiency in Office tools (Word, Excel, Outlook), fluent English (additional languages desirable), key SAP modules, management tool design, budget monitoring, file preparation, research and analysis, communication skills, written and spoken proficiency

Required Qualities :

Ability to work independently, report to management, maintain confidentiality, adapt to new tasks/tools, be proactive/reactive, good communication, diplomacy, strong organizational skills, time management, planning, and decision-making skills

Additional Information :

We value diversity and are committed to inclusion. All qualified applicants will be considered regardless of protected characteristics. We do not request payment during the hiring process. Apply directly through our careers website.

Remote Work :

Part-time employment

Key Skills :

Time management, Microsoft Office Suite, organizational skills, calendar management, administrative experience, Google Suite

Department / Functional Area :

Sales

Experience :

Years of experience required not specified

Vacancy :

1