Executive Assistant (F/M) - Permanent contract

Unibail-Rodamco Germany GmbH; Paris; On-site; EUR 42,000 - 64,000; Full time

Benefits offered by this job

Annual bonus

13th-month salary

Health insurance

Mobility program

Learning opportunities

Job summary

Unibail-Rodamco-Westfield in Paris is seeking an Executive Assistant (F/M) to support two Directors within the People team. You will manage complex calendars, coordinate meetings, and handle confidential information with professionalism.

This international role involves budget oversight for the HR function, event logistics, and close collaboration with multiple teams across Europe. Fluent English and French are required; Spanish or German are a plus.

Qualifications

• Highly organized, detail-oriented with ability to manage multiple priorities and deadlines.
• Previous experience as an Executive Assistant or in a similar coordination role supporting senior leaders.
• Proven ability to handle highly confidential employee and business information with discretion and professionalism.
• Excellent stakeholder management skills, confident in interacting with senior executives and diverse teams.
• Strong planning and time-management skills, proactive and solution-oriented.
• Fluent in English and French; Spanish or German would be a plus.

Responsibilities

• Provide proactive executive support to two Directors within the People team, including calendar management, expense handling, and meeting coordination.
• Oversee administrative budgets for HR activities, purchase orders, invoicing, and cost tracking in collaboration with Accounting, Procurement and Controlling.
• Coordinate HR milestones and events, onboarding processes for Paris-based staff, and logistics for internal seminars and leadership meetings.
• Support the Group Director of Concept Studio with calendar management, travel arrangements, budget monitoring, and cross-functional coordination.
• Facilitate HR-related processes and communications with professionalism and confidentiality.

Skills

Executive support

Calendar management

Stakeholder management

Discretion & confidentiality

Multitasking

English & French

Job description

Unibail-Rodamco-Westfield develops and operates a portfolio of mixed-use, sustainable and premium real estate assets in the most dynamic cities in Europe and the United States. Reinvent Being Together: Driven by our raison d'être, we are mobilizing to accelerate urban regeneration and help rethink the way we live together in cities, by creating and operating sustainable and unique places that reinvent living together. At the heart of our destinations, we imagine differentiating and inspiring experiences that create new opportunities for exchange and connection between our visitors and brands. A sustainable approach: Sustainable development is at the heart of our business. As a leader in our sector, we are determined to continue making an active contribution to the environmental transition of cities towards carbon neutrality. Together at URW: The Group's 2,000 employees work together to imagine and operate sustainable destinations, where users are at the heart and which are catalysts for the vitality of the territories in which they are located.

We are currently looking for our: EXECUTIVE ASSISTANT - (F/M) Permanent contract

What will your day-to-day look like? Reporting to the Group Director of Total Rewards and Talent Development, this role provides support to two Directors and works closely with the broader People team. Approximately one-third of the role is dedicated to supporting the Group Director of Total Rewards and Talent Development within the People team.

• Provide proactive executive support to the Group Director including calendar management, expense management and coordination of internal meetings, in close collaboration with other Executive Assistants.
• Oversee the administrative budget of the Group HR team, including purchase orders and invoice follow‑up, in coordination with Accounting, Procurement and Controlling teams.
• Coordinate recurring team meetings (team meetings, weekly connects, HR calls, one‑to‑one meetings, etc.), ensuring effective scheduling, logistics and follow‑up.
• In coordination with the MD People Europe, organize People team events throughout the year (team dinners, seminars, People Directors meetings, etc.) and support the onboarding of new HR team members in Paris.
• Handle sensitive People‑related information with a high level of confidentiality and professionalism.

Approximately one-third of the role is dedicated to coordinating HR‑led events, seminars and key annual processes.

• Coordinate scheduling and agenda management for major HR milestones involving senior leadership, MB members and HR leadership teams (Talent Reviews, Internal Reviews, People meetings and leadership events).
• Organize logistics for seminars, onboarding events, training sessions, Community Day and other internal events, including venues, accommodation, travel and catering.
• Coordinate with Workplace and other internal partners to ensure successful event delivery.
• Provide administrative support and follow‑up for selected annual HR processes and initiatives.

Approximately one-third of the role is dedicated to supporting the Group Director of Concept Studio, URW's in‑house design team.

• Provide proactive executive support to the Group Director including complex calendar management, travel arrangements, expense management and coordination with internal and external stakeholders.
• Coordinate recurring team meetings (SteerCos, roadmap reviews, one‑to‑one meetings and cross‑functional sessions), ensuring effective scheduling, logistics and follow‑up.
• Monitor the team's administrative budget ensuring accurate tracking and reporting; prepare minor purchase orders; and coordinate travel costs cross‑billing to project/other department cost centers.
• Organize team events throughout the year, including seminars and team gatherings.
• Assist Director in monitoring HR tasks for the team such as holidays, tele‑travail, talent reviews.

Why join us?

• Be at the heart of excellence within a human-sized CAC 40 listed company.
• Work alongside passionate and inspiring people.
• Join an international company with a global footprint.
• Enjoy a friendly and collaborative work environment.
• Benefit from tailored learning opportunities throughout the year through our URW Academy.

You are the right person for this job if :

• Highly organized, adaptable and detail-oriented, with the ability to manage multiple priorities and deadlines simultaneously.
• Previous experience as an Executive Assistant or in a similar coordination role supporting senior leaders, ideally in an international environment.
• Proven ability to handle highly confidential employee and business information with discretion, professionalism and sound judgment.
• Excellent stakeholder management skills, with confidence interacting with senior executives and diverse teams.
• Strong planning, organizational and time management skills, combined with a proactive and solution‑oriented mindset.
• Strong spoken and written communication skills in both English and French.
• Spanish or German would be a plus.
• Comfortable working in a fast‑paced international environment, collaborating with managers and stakeholders from different countries and functions.
• Excellent interpersonal skills, a collaborative approach, and the ability to build positive and effective working relationships across the organization.

What can I expect from the recruitment process?

Our aim is to offer you a fast, diversified process that will give you a 360° view of the Group, enabling you to move forward in an enlightened way. Our ambition is to offer you a transparent and constructive process, regardless of the outcome of the exchanges!

Location

Position based at 7 place du Chancelier Adenauer, Paris 16 (Porte Dauphine or Victor Hugo stops).

Our Benefits

• Competitive fixed salary paid over 13 months
• Annual bonus based on performance
• Profit‑sharing and incentive schemes
• Betterway mobility program, allowing you to choose the solution that best fits your needs: 100% reimbursement of your Navigo pass, or €700 mobility allowance if you opt for electric transportation
• Access to our green mobility offering, including an electric bike fleet
• Comprehensive health insurance with enhanced coverage (additional coverage included for €1)
• Life and disability insurance
• Meal voucher card and/or access to the company restaurant (serving 100% fresh, seasonal products)
• 30 days of annual leave
• Continuous learning opportunities through our URW Academy
• One mandatory volunteering day per year for all employees, with a choice of four initiatives delivering meaningful social and/or environmental impact

Supporting working parents

We are committed to supporting working parents through a dedicated parental policy, including:

• Partnership with Babilou providing access to childcare facilities and parental coaching services
• Option to return on a 4-day workweek schedule while receiving 100% pay during the first month after returning from parental leave
• A paid day off for your child's first day of school
• Between 6 and 12 days of paid leave per year to care for a sick child, depending on your situation.

What matters to us

What counts for us is to welcome committed and passionate personalities, capable of instilling positive energy around them and ready to grow within a major international group.

Unibail-Rodamco-Westfield promotes equality of opportunity, as well as diversity of profile, experience and skills. We believe that diversity plays an important role in the success of our business and are committed to creating an environment that respects, values, celebrates and makes the most of individual differences.

As a signatory to the Diversity Charter, Unibail-Rodamco-Westfield is committed to evaluating each new application without discrimination on the basis of disability, age, gender, origin, religion, sexual orientation or any other characteristic protected by law.

At URW, we welcome the passionate, the strong‑willed, the enthusiasts, the fresh thinkers. Here, ambition meets expectation and excitement meets commitment.

We all come together to make urban regeneration and the transformation of retail happen.

We provide an environment where one can grow and evolve.

We see internal movement and international mobility as cornerstones for further growth.

In our culture of continuous learning, talented and inspiring people can quickly become leaders.

We believe diversity plays an important part in the success of our business, and we are committed to creating an environment which respects, values, celebrates and makes the most of people's individual differences.

We evaluate qualified applicants without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability or other legally protected characteristics.

If you're looking for intellectually stimulating and empowering assignments that promote teamwork and daily challenges, don't hesitate to apply!