Executive Assistant

Executive Assistant at Mirakl.

About the role Mirakl is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our Chief Revenue Officer and Chief Marketing Officer.

This position is vital to ensuring that our executive leadership team functions smoothly and efficiently, allowing them to focus on strategic initiatives and high-level decision‑making.

You will be an integral part of a dedicated team that works closely with senior management to optimize operational processes, coordinate complex schedules, and facilitate seamless communication across departments.

The role offers an exciting opportunity to be involved in a fast‑paced, innovative environment where your organizational skills and attention to detail will directly contribute to the company's success.

Key facts

Location: Paris, France

Engagement: Full-time

Team: You will be part of the Executive Assistant team led by Claire, who is the Executive Assistant to the CEO. The team collaborates closely to support the executive leadership and ensure operational excellence across the organization. The position requires on‑site presence at our Paris office, emphasizing the importance of being physically present to manage logistics, events, and in‑person meetings effectively.

What you'll do

• Manage and coordinate the calendars of the CRO and CMO, including scheduling meetings, appointments, and internal and external engagements, while proactively resolving conflicts and prioritizing urgent matters.
• Organize comprehensive travel arrangements for the executives, including booking flights, accommodations, transportation, and preparing detailed itineraries to ensure smooth travel experiences.
• Prepare, review, and submit expense reports in accordance with company policies, ensuring accuracy and timely processing.
• Draft, edit, and proofread professional communications, including emails, presentations, and LinkedIn posts, maintaining a high standard of clarity and professionalism.
• Handle confidential and sensitive information with the utmost discretion, ensuring privacy and compliance with company policies.
• Coordinate and support team meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist with various projects for the Sales and Marketing departments, such as organizing client visits, supporting campaign events, and facilitating team‑building activities.
• Manage purchase requests by creating purchase orders, tracking invoices, and collaborating with the Finance team to ensure timely payments and budget adherence.
• Serve as a liaison with HR, Finance, and IT departments to address operational needs, resolve issues, and streamline administrative processes.
• Oversee logistics for internal and external events, including venue selection, catering arrangements, equipment setup, and attendee management.
• Ensure all event and travel logistics are organized well in advance to prevent last‑minute issues and to provide a seamless experience for attendees and speakers.
• Negotiate with vendors for event services, venues, catering, and other logistical needs, while managing event budgets effectively.
• Handle registration, invitations, and on‑site logistics for corporate events, ensuring smooth execution and positive attendee experiences.
• Continuously seek ways to improve administrative workflows, leveraging technology and automation tools to increase efficiency and reduce manual effort.
• Support the executives in preparing presentations, reports, and briefing materials for meetings and strategic discussions.
• Maintain organized and up‑to‑date filing systems, both digital and physical, for easy retrieval of documents and records.
• Act as a point of contact for internal teams and external partners, fostering effective communication and collaboration.
• Remain flexible and adaptable to changing priorities, demonstrating resilience and a proactive attitude in a dynamic environment.

Requirements

• 3 to 5 years of experience as an Executive Assistant, preferably supporting C‑level executives in an international or fast‑paced setting.
• Proven experience in organizing and managing a wide range of events, from small meetings to large conferences and corporate gatherings.
• Familiarity with expense management and purchase systems such as Payflows or Expensya, with the ability to handle financial documentation accurately.
• Exceptional organizational skills, with the ability to prioritize tasks effectively and manage multiple projects simultaneously.
• Strong problem‑solving skills and a proactive approach to anticipating needs and resolving issues before they arise.
• Discretion and confidentiality are essential when handling sensitive information and executive communications.
• Excellent communication skills in both French and English, with the ability to draft professional correspondence and facilitate clear communication across teams.
• Ability to work independently with minimal supervision while also being a collaborative team player.
• Proficiency in digital tools and platforms such as Google Suite, Slack, Confluence, TravelPerk, Expensya / Lucca, and Dust.
• Strong attention to detail and a commitment to accuracy in all tasks.
• Flexibility to adapt to changing priorities and deadlines in a fast‑moving environment.
• A positive attitude and a willingness to go above and beyond to support the executive team and the organization.

Nice to have

• Previous experience working in a tech or SaaS company, understanding the unique demands of the industry.
• Knowledge of AI tools and a genuine interest in exploring how emerging technologies can enhance administrative workflows.
• Experience supporting multiple executives simultaneously, with the ability to juggle competing priorities effectively.
• Familiarity with event planning and vendor negotiations, including managing budgets and contracts.
• Multilingual abilities beyond French and English, such as Spanish or German, would be advantageous but are not required.
• An understanding of corporate branding and social media management, especially related to LinkedIn and other professional platforms.

Skills & tools

• Exceptional organizational and time management skills, with the ability to handle multiple priorities efficiently.
• Proactive problem‑solving mindset, anticipating needs and addressing potential issues proactively.
• Discretion and confidentiality when managing sensitive information and communications.
• Fluency in French (C2 level) and English (C2 level) is required.
• Proficiency with Google Suite, Slack, Confluence, TravelPerk, Expensya / Lucca, and Dust.
• Strong written and verbal communication skills.
• Ability to adapt quickly to new tools and technologies, embracing innovation to improve workflows.

Practical notes

This role is based in Paris, France, and requires on‑site presence at our office. The hiring process involves an initial introductory call with a recruiter, followed by interviews with the hiring manager and relevant team members. We welcome applications from candidates who meet most of the requirements and are eager to grow within a dynamic, innovative company. Fluency in both French and English is mandatory, and candidates should be prepared to demonstrate their organizational skills and experience supporting senior executives. We encourage all qualified candidates to apply, regardless of whether they meet every criterion listed. The position offers an excellent opportunity to develop your career in a fast‑growing company committed to innovation and excellence.