Management Assistant (F / H)

Contract type : Fixed Term - Until August 2026

Based in Boulogne, France with Hybrid work setup

This position requires English and French as professional languages.

How to apply: To apply use "Apply via LinkedIn" - "Candidature Simplifiée".

What is HBS?

You've probably watched a football game at some point in your life. Well, if it was a World Cup match, it was likely filmed and produced by the HBS (Host Broadcast Services) team. We are involved in the production of the following events: FIFA World Cup 26, FIFA Women's World Cup 2027, Men's Rugby World Cup 2027 Australia...

For this Job you Must:

• Have exceptional organizational skills with proven experience in executive support and coordination roles.
• Be proficient in English and Microsoft 365 applications.
• Demonstrate strong communication abilities and meticulous attention to detail.
• Be process-oriented and have excellent calendar management skills.

Why join our Production Department? Your backstage pass to global sporting events!

Our Production Department is the heartbeat of HBS, bringing the world's most prestigious sporting events to millions of viewers. We're the team behind the scenes that makes the magic happen on screen!

As our Division Coordinator, you'll serve as the executive support to our Senior Management Team, ensuring smooth operations across corporate functions while maintaining critical processes and systems. You'll work within a diverse, fast-paced environment where your organizational skills will be essential in supporting the leadership team that brings incredible events to life.

Your Responsibilities

Executive Support & Calendar Management:

• Act as the right hand to the Senior Management Team (10 Senior Managers and Head Of), facilitating alignment and communication.
• Proactively manage directors' calendars, ensuring they are up-to-date and optimized.
• Anticipate leadership needs based on their schedules (preparation for seminars, meetings, etc.).
• Organize and document department meetings, ensuring action points are tracked and completed.
• Serve as the primary communication hub between senior management and the rest of the organization.

Process Management & Reporting:

• Ensure all corporate processes are properly implemented and followed within the department.
• Maintain cross-departmental communication with HR, IT, Legal, Logistics, and PMO.
• Create and deliver regular reports on department activities, resource allocation, and project status.
• Monitor workforce planning and allocation across the department.
• Track department milestones and project cycle timelines, ensuring department reviews are scheduled and conducted.
• Verify that forecasting tools are current and accurate, highlighting potential resource issues.

Internal Systems & Tools Management:

• Oversee and maintain all internal management tools (People Allocation, Cruise, etc.).
• Ensure all systems contain up-to-date information about staff and projects.
• Support the implementation and maintenance of department SharePoint spaces.
• Manage flex office processes and the implementation of home office policies.

Staff Support & Onboarding:

• Serve as the first point of contact for new team members.
• Oversee comprehensive onboarding of new department staff.
• Ensure team members understand and can access all necessary tools and processes.

Is it really for me?

You'll thrive in this role if you have:

• A bachelor's degree in business management or related field.
• 2-5 years of work experience in executive assistance or administrative coordination.
• Strong organizational skills with a process-oriented mindset.
• Proactive calendar management experience and the ability to anticipate leadership needs.
• Excellent reporting and document preparation abilities.
• A flexible personality with a strong customer service orientation toward internal stakeholders.
• The ability to learn quickly and adapt to changing situations.
• Autonomy and a solution-focused approach to challenges.