Executive Assistant
Executive Assistant
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Job Description
The Executive Assistant is responsible for a broad range of administrative support duties reporting to the Regional Managing Director of the France Belgium Luxembourg Cluster and the France Country Manager.
KEY RESPONSIBILITIES
- Plan and maintain leaders calendar and recurring tasks arrange appointments organise and set agendas and action points for all their meetings
- Manage travel itineraries book transport and accommodation as and when required with company systems
- Act as follow up Manager across the Leadership Team to ensure that a wide range of agreed actions are being executed
- Type up notes emails presentations and reports circulate and file information effectively
- Coordinate executive visits including taking calls responding to emails and interfacing with clients (at times)
- Manage emails information and other communications answer where possible highlight and prioritise those that need attention
- Prepare internal and external corporate documents for team members and industry partners
- Maintain an organized filing system of paper and electronic documents
- Develop and sustain a level of professionalism among staff and clientele
- Collaborate effectively with all staff clients and suppliers
- Build a trusted relationship with the wider leadership team of FBL and central functions in London
- Pro-active preparation of documents ahead of key meetings for 2 Directors
- Pro-active calendar management to ensure 2 Directors are aware of key meetings ahead of time and ensure they are aware of any required preparation work
- Provide support or lead activities in the management of the office i.e. internal events executive visits etc.
- Uphold a strict level of confidentiality.
- Have standards of excellence with great rigor precision and anticipation as well as an intelligence of people and situations.
- Be available and have a sense of service.
- Be the ambassador of the General Management and the company.
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Qualifications :
Previous EA experience at CEO and Director level for a matrix organisation
Exceptional organisational skills of self and others and ability to work without supervision
Capable of maintaining utmost confidentiality demonstrate diplomacy and tactfulness
Polished communication skills both verbal and non verbal to influence and persuade
Ability to focus on business priorities and all functions to ensure client and other stakeholder satisfaction
Ability to remain calm under pressure and manage conflicting priorities
Strong Microsoft Suite skills. AI proficiency is a plus
Ability to take and record accurate notes and minutes in complex meetings
Ability to prepare presentations
Accountable and committed to the task in hand
Constantly consider where we can do better and be enterprising
Integrity honesty and openness
Always capable of acting in the best interest of the client
Approachable to clients internal stakeholders and colleagues
Excellent communication and interpersonal skills at all levels
Open to new ways of doing things
Ability to manage time and workload efficiently
Willing to do whatever it takes to get the job done
Fluent in French and English
Additional Information :
Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race color religion sex national origin sexual orientation gender identity disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
