Executive Assistant - H/F

Role & Mission

As Executive Assistant, you will be the operational right hand of Alta Ares' Chief of Staff, enabling the executive team to operate at maximum speed and efficiency. You will own a wide scope of administrative, coordination, and strategic support functions — from managing complex multi‑timezone agendas to preparing high‑stakes briefings and coordinating cross‑functional projects.

This is not a traditional EA role. In a fast‑scaling deeptech company operating across Paris, Kyiv, NYC, and Athens, you will need to be proactive, resourceful, and deeply trusted. You will be in the room — or just outside it — when consequential decisions are made.

Executive & Chief of Staff Support

• Own the Chief of Staff's agenda: scheduling, prioritisation, and coordination across internal and external stakeholders
• Anticipate needs, manage competing priorities, and protect high‑value time ruthlessly
• Prepare briefing notes, meeting summaries, and follow‑up tracking for key meetings
• Draft and proofread correspondence, presentations, and internal documents on behalf of the Chief of Staff
• Act as a reliable relay between the Chief of Staff and the rest of the organisation

Executive Team Coordination

• Support the broader executive team on logistics, scheduling, and ad hoc administrative needs
• Coordinate board meetings, investor calls, and leadership committees: agenda preparation, material distribution, minutes, and action tracking
• Manage complex multi‑stakeholder calendars across multiple time zones (Paris, Kyiv, NYC, UAE)
• Coordinate executive travel: flights, accommodation, visas, ground transport, and itinerary management

Project & Cross‑functional Coordination

• Track and follow up on key cross‑functional projects and strategic initiatives on behalf of the Chief of Staff
• Maintain action logs, decision trackers, and project dashboards in Notion
• Liaise with teams across Engineering, Sales, Finance, HR, and Operations to ensure deliverables stay on track
• Support the preparation and coordination of company‑wide events: All‑Hands, offsites, quarterly reviews

Communication & Stakeholder Management

• Draft internal and external communications: emails, Slack messages, announcements, and executive notes
• Manage relationships with key external contacts: institutional partners, defence clients, investors, and government officials — with discretion and professionalism
• Prepare and format presentations for internal and external audiences (leadership decks, board updates, investor materials)
• Represent the Chief of Staff and executive team in coordination interactions when appropriate

Administrative & Operational Excellence

• Manage expense reporting, invoices, and procurement follow‑up for the executive team
• Maintain organised filing systems for contracts, administrative documents, and confidential records
• Identify friction points in executive workflows and proactively propose solutions
• Contribute to the continuous improvement of internal processes and tools as the company scales

Candidate Profile

Experience

• 5+ years of experience as an Executive Assistant, Chief of Staff assistant, or similar senior support role
• Experience supporting C‑level executives or a Chief of Staff in a fast‑paced, high‑demand environment — startup, scale‑up or equivalent
• Proven ability to manage complex, multi‑stakeholder agendas and competing priorities simultaneously
• Track record of handling highly confidential information with integrity and discretion

Skills & Qualities

• Exceptionally organised and rigorous — you never drop the ball, ever
• Proactive and anticipatory: you solve problems before they surface
• Outstanding written and verbal communication in French, English and Ukrainian— you write clearly, precisely, and adapt effortlessly to the audience
• Calm and composed under pressure — able to operate in a high‑tempo, unpredictable environment without losing quality
• High emotional intelligence: you read rooms, manage relationships, and navigate complex interpersonal dynamics with ease
• Deeply discreet — you handle sensitive information, confidential documents, and high‑profile relationships as a matter of course