Executive Assistant

Scale Jet; Paris; On-site; EUR 40,000 - 70,000; Full time

Job summary

voilechic.com is seeking a proactive Executive Assistant to support the CEO with a blend of personal and business tasks. The role requires anticipating needs, staying highly organized, and taking initiative to keep operations running smoothly behind the scenes.

Responsibilities include managing emails and calendar, arranging travel and events, handling routine admin, and coordinating with staff. You will provide regular updates to the CEO and ensure timely follow-ups, with flexibility for

Qualifications

• Proven experience as an Executive Assistant.
• Available from 9 AM to 6 PM EST, with flexibility after hours if needed.
• Reliable internet connection and ability to work remotely.

Responsibilities

• Manage CEO's emails, calendar, and routine communications.
• Coordinate travel, itineraries, and personal events for the CEO.
• Act as primary contact for administrative staff and delegate tasks as needed.
• Provide proactive daily check-ins and regular updates to the CEO.

Skills

Proactive

Highly organized

Independent worker

Attention to detail

Job description

We're looking for a proactive and flexible Executive Assistant to support the CEO of an eCommerce company voilechic.com with both personal and business tasks. This role is a 50/50 blend of responsibilities, requiring someone who can anticipate needs, stay organized, and take initiative to keep everything running effortlessly behind the scenes, allowing the CEO to focus on bigger priorities without distractions.

Key responsibilities

1. Routine and task management:
   • Anticipate the CEO's needs by identifying and resolving issues before they arise.
   • Handle personal appointments, errands, and time-sensitive administrative matters, minimizing distractions for the CEO.
2. Email, calendar, and communication management:
   • Manage and prioritize the CEO's emails, handling routine correspondence independently when possible.
   • Oversee calendar scheduling, coordinating and preparing for meetings, and ensuring timely follow-ups.
   • Provide proactive daily check-ins and regular updates via WhatsApp or phone to keep the CEO informed and address potential issues.
3. Travel and event arrangements:
   • Book and manage all travel arrangements, including flights, accommodations, and itineraries (for travel occurring every couple of months).
   • Organize and prepare for personal and business-related events, ensuring seamless execution.
4. Administrative support and team coordination:
   • Act as the primary point of contact for all administrative staff, ensuring a well-organized and efficient work environment.
   • Delegate tasks to the appropriate team members, monitor progress, and resolve minor issues to keep day-to-day operations running smoothly.
   • Manage ad-hoc business and personal administrative tasks, such as filing, document preparation, and procurement.
5. Project assistance and special initiatives:
   • Support on small business-related projects, including organizing materials, scheduling travel or meetings, and managing timelines.
   • Conduct basic research and provide brief summaries on topics or vendors as requested to assist with decision-making.

Requirements

• Proven experience as an Executive Assistant
• Proactive in anticipating the CEOs needs and resolving issues before they arise
• Highly organized, detail-oriented, and able to work independently with minimal oversight
• Available from 9 AM to 6 PM EST, with flexibility after hours if needed
• Strong understanding of both Islamic practices and Western culture is essential
• Reliable internet connection and ability to work remotely

The main goal is to make the CEOs life easier by taking care of both personal and business admin tasks, keeping everything organized and running smoothly without needing a lot of hand-holding. If you're proactive, resourceful, and love working independently, wed love to hear from you.