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.)