Executive Assistant

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KEY EXPECTED ACHIEVEMENTS
Collaboration with the Manager
• Organizes and optimizes the time of the Manager: deals with all the subjects within the appropriate deadlines (included professional trips, documents/files/reporting, budget monitoring).
• Works out the Entity annual calendar taking into account all the deadlines of the Group and of the Entity.
• Organizes meetings and seminars (logistics, participants and content), suggests pertinent agendas, collects all the necessary information from customers / internal partners, prepares the presentations with exactitude, takes part in the meetings as a member of the Management team, drafts and disseminates the minutes, and ensures the identified actions follow-up.
• Consolidates and analyzes information necessary to the proper functioning of the entity, both internally and externally.
• Initiates ad-hoc meetings according to identified needs and internal/external current topics.
• Reads Manager’s e-mails, alerts the Manager on important /urgent e-mails and answers to be provided.
• Answers directly to Manager’s e-mails. (Optional)
Processing of requests:
• Answers to internal/external requests in a timely manner, while respecting the Group’s values so as to ensure a positive image of the Group/Entity.
• Manages priority, tackles emergencies while being very attentive to impacts and potential tensions to mitigate.
• Anticipates needs/requests so as to contribute to the Group’s/Entity’s performance.
Management of files:
• Collects pertinent information from the Entity’s teams, internal partners and any other useful source so as to prepare all the elements necessary to the activity of his/her Manager.
• Manages specific issues, in compliance with the Manager.
• Completes purchases and ensures by delegation a role of validation (Optional) in various fields (purchase tools/billings, travel, etc.)
• Monitors the Entity’s budget. (Optional)
Animation of its assistants network:
• Collects and disseminates all necessary information to the activity of the assistants of the Management team (and even wider, to the executive assistant network).
• Organizes and conducts meetings for exchange and regular points with his/her assistants’ team.
• Ensures the hierarchical or functional management of the assistants within his/her network. (Optional)