Executive Assistant to CEO

How will you make an impact? 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 approves 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 private matters including 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 and anticipates visa related documents applications
• 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 CEO Office Assistant in case of absences (vacation, sick leave, etc.)
• 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 10 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
Vor 6 Tagen