Executive Assistant

IDEMIA; Courbevoie; On-site; EUR 55,000 - 75,000; Full time

Job summary

IDEMIA is seeking an experienced Executive Assistant to support a senior executive within a multinational organization. The role focuses on managing priorities, coordinating leadership activities, and ensuring smooth day-to-day operations.

The successful candidate will handle complex calendars, international travel, prepare executive documentation, and coordinate with global Executive Assistants. Fluency in English and strong discretion are essential.

Qualifications

• Significant experience as an Executive Assistant supporting senior executives (EVP, C-level, or equivalent) within multinational environments.
• Ability to manage priorities in a fast-paced, evolving international context.
• Strong experience coordinating complex calendars, international travel, and executive meetings.
• Regular interaction with executive leadership teams and senior stakeholders.
• Demonstrated independence, judgment, and strict confidentiality.
• Proficient in Microsoft Office and capable of leveraging AI tools to enhance productivity.

Responsibilities

• Manage a complex executive calendar, prioritizing meetings and activities.
• Coordinate domestic and international travel arrangements with detailed itineraries.
• Prepare presentations, reports, briefing materials, and meeting agendas.
• Organize leadership meetings and executive events across regions with C-level stakeholders.
• Act as a liaison between the executive and senior stakeholders for alignment across the organization.
• Coordinate governance processes and follow up on actions from leadership meetings.
• Track priorities, commitments, decisions, and deadlines with clear follow-through.
• Handle expenses, purchase requests, invoices, and administrative processes.
• Maintain highly confidential information with discretion and professionalism.
• Anticipate business needs and proactively resolve issues.

Skills

Executive support

Calendar management

Travel coordination

Presentation & briefing prep

Stakeholder communication

Discretion & confidentiality

AI tools familiarity

English proficiency

Tools

Microsoft Office

Outlook

PowerPoint

Word

Excel

Teams

Copilot

Job description

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IDEMIA Secure Transactions, a division of IDEMIA Group, is the leading technology provider making it safer and easier to pay and connect. With unmatched expertise in cryptography and credential issuance, IST is trusted by over 2,000 financial institutions, mobile operators, automotive manufacturers, and IoT providers worldwide. Every day, IST secures billions of essential transactions, ensuring the highest levels of data protection and convenience.

Purpose

About the Role

We are seeking an experienced and highly proactive Executive Assistant to support a senior executive within a global organization.

Acting as a trusted partner, the successful candidate will play a critical role in managing priorities, coordinating leadership activities, driving follow-up on key actions, and ensuring the smooth execution of day-to-day business operations. The role requires exceptional organizational skills, sound judgment, discretion, and the ability to thrive in a fast-paced and constantly evolving international environment.

Key Missions

Key Responsibilities

• Manage a complex and dynamic executive calendar, ensuring effective prioritization of meetings and business activities
• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, visas, and detailed itineraries
• Prepare presentations, reports, briefing materials, meeting agendas, and other executive-level documentation
• Organize leadership meetings, workshops, off-sites, executive visits, and other business events, ensuring seamless planning and execution, with particular focus on coordinating executive-level customer meetings and engagements with C-level stakeholders worldwide
• Act as a trusted liaison between the executive and senior stakeholders, ensuring effective communication and alignment across the organization, specifically in integrating and coordinating with the global network of Executive Assistants
• Coordinate leadership team activities, governance processes, and executive meetings, including preparation of materials and follow-up on actions
• Monitor and drive follow-up on key priorities, ensuring commitments, decisions, and deadlines are effectively tracked and delivered, including acting on delegated validation and approval flows
• Manage expenses, purchase requests, invoices, and other administrative processes in compliance with company policies
• Handle highly confidential business, organizational, and personnel information with the utmost discretion and professionalism
• Anticipate business needs, identify priorities, and proactively resolve issues before they arise

Experience & Qualifications

• Significant experience as an Executive Assistant supporting senior executives (EVP, C-level, or equivalent) within a multinational and matrix organization
• Proven ability to operate effectively in a fast-paced environment with changing priorities and competing demands
• Strong experience managing complex calendars, international travel, and executive-level meetings
• Experience interacting regularly with executive leadership teams and senior stakeholders
• Demonstrated ability to work independently, exercise sound judgment, and maintain strict confidentiality
• Advanced proficiency in Microsoft Office applications, particularly Outlook, PowerPoint, Word, Excel, and Teams, with the ability to leverage AI-powered and digital tools to improve productivity and efficiency, such as Copilot.
• Professional proficiency in English, both written and spoken, is required

Profile & Other Information

• Strong sense of ownership, accountability, and follow-through
• Excellent judgment and decision-making capabilities
• Ability to influence and drive outcomes without direct authorityProactive, resourceful, and solution-oriented mindset
• Strong business acumen and ability to understand organizational priorities
• High attention to detail and commitment to quality
• Digital mindset with the ability to leverage technology and AI tools to improve efficiency

Why Join Us

This is an opportunity to play a key role at the heart of a global business, partnering closely with senior leaders across multiple regions and functions.

By choosing to work at IDEMIA, you will join a unique tech company, offering a wide range of growth opportunities. You will contribute to a safer world, collaborating with an international and global community. We value the diversity of our teams and welcome people from all walks of life, regardless of how they look, where they come from, who they love, or what they think.

We deliver cutting edge, future proof innovation that reach the highest technological standards and we’re transforming, fast, to stay a leader in a world that’s changing fast, too.

At IDEMIA, people can develop their expertise and feel a sense of ownership and empowerment, in a global environment, as part of a company with the ambition and the ability to change the world.

Visit our website to know more about the leader in Identity Technologies