Global Executive Assistant

Description

APPRENTICESHIP POSITION (12 months)

• Assist with traditional administration and tasks such as:
  • Arranges travel (flights, hotels, meetings)
  • Sets up and maintains a filing system
  • 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 on:
    • Expense reporting
    • 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