Executive Assistant to CEO

CONTEXT

This position will provide comprehensive administrative support to our CEO. This includes managing complex and detailed executive calendars across multiple time zones, arranging meetings and appointments, keeping track of key priorities and deliverables for the department, and arranging travel itineraries.

Additionally, this position serves as the first point of contact, in collaboration with the CEO Office Assistant, as well processing of expense reports, handling daily incoming and outgoing mail. Candidates should have excellent verbal, written and organizational skills along with tact, poise and excellent people skills. A strong customer focus, proactive attitude, curiosity and the ability to prioritize a demanding and high visibility workload while maintaining collaboration will also be important qualities to ensure success in this position.

HOW WILL YOU MAKE AN IMPACT?

1. Secretarial and administrative support 

- Performs confidential activities and related special projects using a high level of discretion and personal judgment 

- Maintains and coordinates a high volume of sensitive and confidential material 

- Handles incoming and outgoing telephone calls, handles correspondence such as e-mails, letters, packages for and on behalf of CEO

- Draft e-mails and letters

- Prepares and approve expense claims on behalf of CEO

- Approval of invoices in SAP on behalf of CEO

- Approval of leave requests of CEO’s direct reports  

- Collaborates with HR for on-boarding /off-boarding of departmental colleagues 

- Prepares and maintains presentations  

- Maintains and manages personal records, documents and other privates matters to include but not limited to visa applications, travel document preparation, etc. 

- Takes on special tasks and projects as requested

2. Organization and Scheduling 

- Manages CEO calendar and ensure smooth orchestration of agenda, prioritizing the most time sensitive and urgent matters  

- Organizes and maintains complex calendar, makes appointments, conference calls, visio conferences 

- Schedules meetings, prepares agenda, meeting documents/books, catering menus, room and equipment 

- Makes International travel arrangements and prepares travel documents (hotels, flights, web check-in, transfers, etc.) 

- Prepares/anticipates visa/related documents applications for required yearly market visits   

- Proactively makes adjustments to scheduled travel, meetings or others as required 

3. Internal communication and teamwork

• Works closely with chief of staff and other assistants, liaises and collaborates on projects as required
• Covers for the Executive Assistant in case of absences (vacation, sick leave, etc.) and coordinates with other assistants in case of absences
• Ensures good and just in time flow of information
• Administrative support to the CEO Office

HOW WILL YOU EXPERIENCE SUCESS WITH US?

- Professional attitude, integrity, and discretion are required 

- Very good organization skills and sense of responsibility, calm and able to handle complex situations 

- Strong customer and service focus, solution-oriented 

- Ability to handle multiple tasks/projects at the same time, including last minute changes and requests  

- Able to take initiative and capable of anticipation 

- Task-focused, able to meet tight deadlines and set priorities according to business needs  

- Strong problem-solving skills 

- Team player 

- Excellent communication skills with dynamic and easygoing personality 

- Ability to communicate appropriately at all levels  

- Self-learner, self-starter, creative and "out of the box" attitude 

- Flexible 

Experience, Language Proficiency & Skills 

- At least 5 years in a similar role in an international environment 

- Fluency in English - French

- Ability to work flexible hours as required by project demands in a changing environment 

- Strong computer skills (word, Excel, Outlook, PowerPoint, SharePoint) and computer and technology-savvy 

- Excellent organizational and planning skills  

HOW DO WE KEEP YOU SMILING?

By providing you great opportunities to become a part of a dynamic and diverse environment where passion is not scarce, and you can count on your team to go that extra mile with you to reach success. 

This will also be your opportunity to deepen your expertise in an international organization.