Executive Assistant
Executive Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The role of the executive assistant consists of assisting one or more Directors in the accomplishment of their daily tasks. He/She relieves them of administrative tasks and acts as an interface with various contacts of the Director.
He/She is responsible for organizing coordinating and processing a set of information necessary for the companys activities.
Missions and Responsibilities:
Review alert and follow up on emails calls and letters and manage the resulting actions and documents
Manage the calendar travel and expense reports
Organize videoconferences and conference calls
Organize meetings seminars... both within and outside the Group ensuring all associated logistics
Greet visitors and delegations
Serve as the interface with various Departments and Management (meeting scheduling communication of information)
Draft internal letters and memos
Organize arrival schedules for employees depending on the assisted Directors
Manage signatures notarization of documents
Prepare purchase requests track orders until payment
Design dashboards
Follow up on actions and decisions
Ensure the quality of documents and manage internal procedures
Manage specific files within the scope of responsibilities
Coordinate and delegate administrative activities
Make proposals to improve the departments functioning
Ensure communication between the Directors and external contacts and the Group
Verify signatures following the DOA and proceed with the registration and distribution of the signed document
Propose generic process improvements
Provide occasional support to other departments (client events etc.) or any other work related to the role.
Qualifications :
Education:
Education level from Bac 2 to Bac 4
Knowledge:
Company operations
Experience in an international environment
Techniques related to the role
Experience working in a matrix organization
Skills:
Office tools mainly WORD EXCEL and OUTLOOK
Fluent English is essential and knowledge of another language is desirable
Key SAP modules
Designing management tools
Budget monitoring ability to track service expenses of the assisted departments
Preparing specific files
Research analysis and information processing
Communication (ensuring internal and external relationships)
Document filing principles
Proficiency in written and spoken expression
Required Qualities:
Ability to work independently
Prioritize tasks
Report activity to management
Maintain confidentiality of information
Adapt to new tasks and tools
Be proactive reactive
Good communication
Diplomacy
Strong organizational skills
Time management
Planning and DecisionMaking:
Plan key meetings and invite key participants
Lead projects and coordinate internal and external stakeholders
Take initiatives and decisions independently to improve processing time for simple or moderately complex topics
Additional Information :
We believe that the diversity of thinking and backgrounds of our employees contributes to the success of the company. All applications matching the profile will be considered fairly regardless of colour religion gender sexual orientation and identity country of origin economic situation disability age or any other characteristic of the applicant protected by law. We are proud to be an inclusive company with values based on equality and ethics where diversity is encouraged appreciated and valued.
We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color religion sex sexual orientation gender identity national origin economic status disability age or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics where we celebrate support and embrace diversity.
At no time during the hiring process will Smiths Group nor any of our recruitment partners ever request payment to enable participation including but not limited to interviews or testing. Avoid fraudulent requests by applying jobs directly through our careers website (Careers Smiths Group plc)
Remote Work :
No
Employment Type :
Parttime
Employment Type
Part-time
