Executive Assistant (F/M) - Permanent contract

Unibail-Rodamco-Westfield; Paris; On-site; EUR 60,000 - 80,000; Full time

Benefits offered by this job

Competitive fixed salary paid over 13?

Annual bonus based on performance

Meal vouchers

Mobility & Navigo pass benefits

URW Academy learning opportunities

Job summary

Unibail-Rodamco-Westfield is seeking an Executive Assistant to support two Directors within the People team in Paris. The role focuses on proactive executive support, calendar management, and coordinating HR events and annual processes while maintaining confidentiality and professional collaboration across the international group.

Located in Paris, the position involves budgeting for the Group HR activities, coordinating onboarding for new HR staff, and organizing team events and leadership

Qualifications

• Provide proactive executive support to two Directors and the broader People team when required.
• Coordinate scheduling for complex calendars and internal meetings across teams.
• Oversee administrative budgets for HR/People activities, including PO and invoice follow-up.

Responsibilities

• Coordinate and organize People team events throughout the year (team dinners, seminars, leadership meetings).
• Support onboarding of new HR team members in Paris and ensure smooth logistics for events and travel.
• Handle highly confidential employee and business information with discretion and professionalism.

Skills

Executive support

Calendar management

Budget management

Event coordination

Travel coordination

Confidentiality

Stakeholder management

Tools

MS Office

Job description

Unibail-Rodamco-Westfielddevelops andoperatesa portfolio of mixed-use,sustainableandpremiumreal estate assetsin the most dynamic cities in Europe and the United States.

Reinvent Being Together: Driven by our raison d’être, weare mobilizing to accelerateurban regeneration and help rethink the way we livetogetherin cities, by creating andoperatingsustainable 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.

TogetheratURW: The Group’s 2,000 employees work together to imagine andoperatesustainable destinations, where users are at the heart and which are catalysts for the vitality of the territories in which they arelocated.

We are currently looking forour : EXECUTIVE ASSISTANT- (F/M)

Permanentcontract

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. Key responsibilities include:

• Provide proactive executive support to the Group Director including calendar management, expensemanagement 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 MDPeopleEurope, 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 ledevents, seminars and key annual processes. Key responsibilities include:

• Coordinate scheduling and agenda management for major HR milestones involving senior leadership, MBmembers 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. Key responsibilities include:

• 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 jobif :

• 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!

• First interview with the recruiter
• Second interview with the Group Director of Total Rewards and Talent Development
• Third interview with the Group Director of Concept Studio

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

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 committedand passionatepersonalities, capable of instilling positive energy around them and ready to grow within a major international group. We offer our employees a collaborative, innovative,success-oriented culture that creates unique opportunities for development. We strive for excellence, and our culture encourages autonomy,innovationand collective intelligence.

Unibail-Rodamco-Westfield promotes equality of opportunity, as well as diversity of profile,experienceand 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 themost ofindividual 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, sexualorientation or any other characteristic protected by law.