Executive Assistant

POSITION SUMMARY

Support the leader of a team, department, affiliate or region on administrative responsibilities.

Act as a team builder in organizing events and being a key point of contact for the members of the team based all over the world.

JOB REQUIREMENTS & QUALIFICATIONS

Minimum Education level: University background preferred 

Minimum Years of Experience: 5+ years experience 

Required Language Proficiency: English Fluent 

Job Specification:

• Good knowledge of Microsoft Office (Word / Excel / PowerPoint / Outlook)
• Strong organization and prioritization skills
• Deadline oriented, ability to work independently and autonomously
• Strong team-spirit ensuring the good liaison and cooperative spirit among the teams
• Interest for administration processes
• Keeps the confidentiality
• Thinks ahead and takes initiatives as needed

KEY ROLES AND RESPONSIBILITIES

• Administration of direct manager's diary, meetings (internal & with retailers), calls set up, travel arrangements, (flights, visas, hotels, etc.)
• Monitoring of Manager’s inbox to check important or urgent topics to address (Board meeting documents to sign, notarized,etc)
• Ensures meetings and workshops are properly organized (room booking, catering, restaurant reservations, IT needs, flowers,etc.)
• Assists with visitors welcome and stay arrangements (gifting, etc)
• Organizes new employee orientations (onboarding planning & meetings planning)
• Assists in any special projects as may be defined with the direct manager (ex: Brand shows, Induction, visit of the Atelier, etc)
• Acts as point of contact for local team, markets, Regional Office and NY office, assists and handles questions
• Team coordination & gathering organisation
• Organizes roundtable meeting with 70 participants abroad and coordinates all aspects including hotel, agenda, dinners,transportation, team building, etc.
• 2 yearly Regional Office event to organize w/ President’s assistant
• Reports expenses
• Ensures the effective running of the back office
• Ensures proper invoicing for all projects of the team through Ariba and PO requests (new vendor creation, extension, etc)
• Tracks spending and status of payments with accounting and vendors
• Monitors team presence (holiday plans, etc.)