Executive Assistant - Studentjob.fr

We are seeking for one of our client, an exceptionally composed, highly organised, and discreet Executive Assistant to provide comprehensive and anticipatory support to our Vice President of Merchandising. This pivotal role is integral to the seamless operation and strategic impact of the Merchandising division, functioning at the nexus of leadership within a dynamic luxury environment. The successful candidate will serve as a critical facilitator, managing complex schedules, orchestrating logistics, and ensuring a fluid information flow, thereby enabling the VP to focus on strategic priorities. This position demands a proactive professional who embodies precision, discretion, and a deep understanding of the intricacies of a global luxury brand.

Responsibilities

• Executive & Strategic Coordination: Masterfully manage complex and dynamic calendars, strategically prioritising engagements and commitments based on their relevance to the VP's strategic objectives and the business.
• Logistical Orchestration: Seamlessly organise and coordinate all leadership-related bookings, including intricate international travel itineraries.
• Financial Administration: Meticulously prepare and process expense reports, ensuring absolute accuracy, compliance with company policies, and timely submission for the VP.
• Team Compliance & Oversight: Validate and approve team members' travel bookings, expense claims, and holiday requests, upholding strict adherence to corporate guidelines.
• Gatekeeping & Information Routing: Act as the primary point of contact for all incoming requests, screening, prioritising, routing, and following through diligently.
• Confidentiality, Governance & Record Management: Handle all confidential, proprietary, and highly sensitive information with unwavering discretion and maintain impeccably organised records, correspondence, and documentation (physical and digital) for immediate accessibility.
• Operational Excellence & Anticipation: Exhibit a strong anticipatory mindset, proactively identifying potential needs, addressing gaps, and implementing solutions before issues arise; consistently uphold and reinforce high organisational standards, best practices, and processes aligned with executive leadership expectations.
• Showroom & Merchandising Operational Support:
  • Showroom Coordination: Provide dedicated support for showroom-related activities in collaboration with the Assistant to the SVP Merchandising to ensure seamless execution.
  • Meeting Environment Management: Manage showroom agendas, book meeting rooms, and allocate working spaces to optimise productivity.
  • Technical & IT Liaison: Coordinate with IT teams to arrange essential recordings and manage all technical requirements for high- stakes meetings and presentations.
  • Hospitality & Facilities Coordination: Liaise with General Services to orchestrate catering services and ensure accurate, timely space bookings for events and meetings.
  • Presentation & Data Support: Assist with critical meeting preparations, including creation and refinement of PowerPoint presentations, PDFs, PBI dashboards, and complex Excel files, ensuring data accuracy and visual impact.

Qualifications

• Bachelor's degree in Business Administration, Fashion Management, or a related discipline is highly desirable.
• A minimum of 5+ years of demonstrable experience as an Executive Assistant, ideally supporting a senior executive within a global luxury brand, high-end retail, or a similarly demanding, fast- paced corporate environment.
• Proven ability to manage extremely complex calendars and logistics with exceptional precision and foresight.
• Advanced proficiency across the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with project-management tools.
• Exceptional verbal and written communication skills, with an articulate, polished, and professional demeanor appropriate for high-level executive interaction.
• Impeccable judgment, an unwavering commitment to confidentiality, and the proven ability to operate with significant autonomy and initiative.
• A proactive, resourceful, and solution-oriented approach to executive support.
• A genuine passion for the luxury fashion industry and an understanding of its unique operational rhythms and merchandising processes.
• Fluency in English is essential; proficiency in French or Spanish is a significant advantage, particularly for the Paris/Madrid locations.