Global Executive Assistant

Description

APPRENTICESHIP POSITION (12 months)

Assist with traditional administration and tasks such aso Arranges travel (flights, hotels, meetings)o Sets up and maintains a filing systemo Keeps all files and distributes communications

Organizes and coordinates all aspects of local or regional/international meetings, internally or externally.

Schedule and Organize Meetings

Schedules and arranges meeting rooms as required

Organization of special events: hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc.

Arranges all aspects of international visitors and retailer visits

Assists overseas visitors with accommodation and travel arrangements including welcome gifts, letters and itineraries

Manage the travel planner and monitor plan VS budget

Manages e-mail correspondence and all calls and handles requests as required

Follows up on correspondence

Performs and maintains administrative record keeping as appropriate

Maintains attendance records and holiday dates (for team)

Monitors travel budgets

Pre checks invoices for approval

Office Management :Point of contact for « Affiliate’s General Services team »Ensures proper functioning of faxes / printers etc. via support functions

Ensures proper functioning of coffee machine, water, and all other floor installations via support functions

Ensure office supplies on the floor via general services

Process Purchase orders

Team functioning :Coordinate new comer’s onboarding agendas

Order breakfast for team meetings or when newcomers arrive to the company

Update distribution lists

Order products for newcomers

Manager Iphone fleet for Kilian and EDPFM employees

Point of contact/subject matter expert when team members have a question ono Expense reportingo Travel booking

Qualifications

Ability to multitask

Organization skills, interest and demonstrated desire for administration process excellence

Strong interpersonal and diplomacy skills

Ability to work independently and autonomously

Strong skills in Excel, Powerpoint, Outlook

Fluency in French & English

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