Executive Assistant (F,M,X)

(1907) Opal Bidco SAS; Neuilly-sur-Seine; Sur place; EUR 55 000 - 75 000; Plein temps

Résumé du poste

Opella in Neuilly-sur-Seine, France, is seeking an experienced Executive Assistant to provide high-level support to the General Counsel & Board Secretary and the Chief Sales Officer in a multinational environment. The role manages complex calendars, international travel, governance material, and cross-functional coordination, ensuring discretion, confidentiality, and execution excellence.

Fluency in English is essential; French is highly desirable.

Qualifications

• Significant experience as an Executive Assistant supporting C-suite executives in a multinational setting.
• Experience supporting General Counsel or governance functions is highly desirable.
• Proven ability to manage complex, multi-time-zone calendars and travel.

Responsabilités

• Proactively manage day-to-day operations of executives' offices.
• Coordinate international travel, visas, accommodations, and expenses.
• Prepare correspondence, reports, and briefing materials.
• Organize meetings, minutes, and action tracking across functions.
• Support governance activities and board materials with confidentiality.

Connaissances

Executive support

Calendar management

Travel coordination

Stakeholder management

English proficiency

Discretion & confidentiality

MS 365

Outils

Microsoft 365

Description du poste

Location: Neuilly-sur-Seine, France

Position Summary : The Executive Assistant provides high-level administrative, organizational, and operational support to the General Counsel & Board Secretary and the Chief Sales Officer, ensuring the efficient management of their offices and priorities across a complex, fast-paced, multinational environment. Acting as a trusted partner, the Executive Assistant manages competing priorities, facilitates effective communication with senior leaders and external stakeholders, coordinates international activities and events, and maintains the highest standards of professionalism, discretion, confidentiality, and execution excellence.

Main Responsibilities

Executive Support

Proactively manage the day-to-day operations and business activities of the General Counsel and Chief Sales Officer offices, ensuring shifting priorities are effectively addressed and business objectives are met. Manage complex and fast-changing calendars across multiple time zones, balancing competing priorities and ensuring optimal scheduling of meetings and commitments. Coordinate domestic and international travel arrangements, including itineraries, logistics, visas (where applicable), accommodation, and related expense management. Anticipate executive needs, identify potential scheduling or operational conflicts, and proactively propose solutions. Prepare, review, and manage correspondence, reports, presentations, briefing materials, and other executive documentation.

Communication & Stakeholder Management

Manage email communications, assess priorities, draft responses where appropriate, and ensure timely follow-up on key actions. Serve as a key point of contact for internal and external stakeholders, exercising sound judgment and professionalism in all interactions. Ensure effective information flow between the General Counsel Office, Chief Sales Officer Office, their respective leadership teams, and the broader organization. Coordinate with executive assistants and senior leaders globally to support seamless collaboration and meeting management.

Meeting & Project Coordination

Organize executive, leadership, and cross-functional meetings, including agenda preparation, meeting materials, logistics, minutes, and action tracking. Compile, consolidate, and analyze information from multiple sources to support decision-making and executive presentations. Monitor follow-up actions arising from leadership meetings and ensure commitments are tracked and completed within agreed timelines. Support strategic projects and initiatives by coordinating activities, stakeholders, deliverables, and timelines.

Corporate Governance Support

Support the General Counsel and Board Secretary in the preparation and administration of Supervisory Board meetings, Board Committee meetings, and other governance forums. Assist with the preparation, compilation, review, formatting, and distribution of board materials and governance documentation. Coordinate meeting logistics, attendance, and document circulation while maintaining strict confidentiality and compliance with corporate governance requirements. Maintain governance records, filing systems, and documentation in accordance with company policies and legal requirements.

Event Management

Plan and execute global leadership meetings, off-sites, team events, and other corporate events, including venue selection, logistics, budgeting, vendor management, and participant communications. Ensure events are delivered professionally, efficiently, and within budget.

Administrative Excellence

Process expenses, purchase orders, invoices, and other administrative requirements in compliance with company policies. Maintain organized electronic and physical filing systems, ensuring document accuracy, accessibility, and confidentiality. Drive continuous improvement of administrative processes and ways of working to enhance efficiency and effectiveness.

Key Competencies

• Exceptional organizational and prioritization skills.
• Ability to manage multiple stakeholders and competing priorities in a highly dynamic environment.
• Strong written and verbal communication skills in English; French is highly desirable.
• High level of discretion, integrity, and confidentiality.
• Strong attention to detail and commitment to quality.
• Proactive, resourceful, and solutions-oriented mindset.
• Ability to operate effectively with senior executives and board-level stakeholders.
• Excellent interpersonal skills with the ability to build trusted relationships across cultures and geographies.
• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Teams, Word and Excel).

Experience & Qualifications

• Significant experience as an Executive Assistant supporting C-suite executives within a multinational organization.
• Prior experience supporting a General Counsel, corporate secretary function, board governance activities, or senior commercial executives is highly desirable.
• Proven experience managing complex international calendars, travel arrangements, and executive-level events.
• Demonstrated ability to work independently, exercise judgment, and handle sensitive information with the utmost discretion.

About Us:

Opella is the self-care challenger with the purest and third-largest portfolio in the Over The Counter (OTC) & Vitamins, Minerals & Supplements (VMS) market globally. Our mission is to bring health in people’s hands by making self-care as simple as it should be. For half a billion consumers worldwide – and counting. At the core of this mission is our 100 loved brands, our 11,000-strong global team, our 13 best-in-class manufacturing sites and 4 specialized science and innovation development centers. Headquartered in France, Opella is the proud maker of many of the world’s most loved brands, including Allegra, Buscopan, Doliprane, Dulcolax, Enterogermina, Essentiale and Mucosolvan. As a globally certified B Corp company, we are active players in the journey towards healthier people and planet. Find out more about our mission at www.opella.com.

Opella is the self-care challenger with the purest and third-largest portfolio in the Over-The-Counter (OTC) & Vitamins, Minerals & Supplements (VMS) market globally. Our mission is to bring health in people’s hands by making self-care as simple as it should be. For half a billion consumers worldwide – and counting. At the core of this mission is our 100 loved brands, our 11,000-strong global team, our 13 best-in-class manufacturing sites and 4 specialized science and innovation development centers. Headquartered in France, Opella is the proud maker of many of the world’s most loved brands, including Allegra, Buscopan, Doliprane, Dulcolax, Enterogermina, Essentiale and Mucosolvan. B Corp certified in multiple markets, we are active players in the journey towards healthier people and planet. Find out more about our mission at www.opella.com.