Executive Assistant & Office Manager - International

Administrative & Office Manager - International

Aspen RH, a recruitment consulting firm specializing in executive and managerial recruitment, is recruiting for one of its clients, a major player in the cosmetics market and an internationally recognized premium brand, an Administrative & Office Manager – International

As Executive Assistant & Office Manager - International, you will play a key role in supporting the President International in the day-to-day management of business priorities, ensuring smooth coordination of agendas, meetings and key projects. You will also oversee the daily operations of our Paris office, ensuring a positive and well-run work environment, while supporting the People Experience team on administrative HR processes such as onboarding, documentation... This is a unique opportunity to gain high-level exposure to leadership while developing versatile skills across administration, office operations and People Experience.

This position is a permanent contract based in Paris.

RESPONSIBILITIES:

Executive Assistante responsabilites

• Manage the complex and evolving diary of the President International, including scheduling meetings across multiple time zones, anticipating conflicts, and handling daily bookings and logistics.
• Collaborate with internal and external stakeholders to ensure the President is always kept informed of urgent and time-sensitive matters.
• Handle daily administrative tasks for the President and team, including meeting preparation, note-taking when required, and document management.
• Coordinate and optimize travel arrangements, including end-to-end itineraries, travel bookings, and visa processes, in partnership with the Travel Manager.
• Manage expense reports and financial administration with accuracy, timeliness, and discretion.
• Proactively flag priorities, upcoming deadlines, and support seamless communication flows within the President’s network of key stakeholders.
• Act as the first point of contact for cross-functional partners, ensuring efficient diary prioritization.

Office Management

• Oversee the day-to-day running of the Paris office, ensuring a smooth, organized, and welcoming environment.
• Handle all incoming and outgoing office mail and deliveries, ensuring efficient distribution and follow-up.
• Organize team events, internal celebrations, and actively contribute to fostering a positive office culture, acting as a true ambassador of workplace well-being and team spirit with a Chief Happiness Officer mindset
• Lead all logistical aspects related to international offsites, leadership meetings, top-to-top reviews, and other key company events
• Manage IT logistics, including monitoring and anticipating stock levels (laptops, accessories…), overseeing printer management, and coordinating with IT partners to ensure smooth equipment availability and maintenance.
• Coordinate onboarding logistics for new joiners in the office (equipment, seating, welcome pack…).
• Be the key contact for office suppliers and service providers (office supplies, IT equipment coordination, building services).
• Own and drive the management of mandatory safety trainings, making sure all employees are compliant and records are up to date.

HR / People Administrative Support

• Assist the Director People Experience team with administrative HR processes (onboarding, offboarding, employment certificates…)
• Support the coordination and follow-up of mandatory medical check-ups
• Oversee employee benefits administration (health insurance and life/disability coverage), including affiliations and follow-up.

*The HR support responsibilities offer room for growth and can progressively expand based on the candidate’s appetite to take on more advanced People-related topics

This job description is not exhaustive and may evolve in line with business needs.

PROFILE AND MUST HAVE:

• Minimum 5-6 years of experience in a versatile role combining office management, executive assistance, and HR/People administrative support, ideally within an international and fast-paced environment (start-up, scale-up, or high-growth company).
• International and English-speaking environment
• Strong organizational skills and attention to detail
• Excellent interpersonal skills with a service-oriented mindset
• Team player with a positive attitude and a natural ability to foster a great work atmosphere
• Proactive and autonomous, able to take ownership of projects
• Flexible and adaptable, comfortable in a dynamic and evolving environment
• High level of confidentiality and discretion on sensitive topics.