Team Assistant - Marketing Gin & Apéritifs
Want to join a fast-moving company, work among convivial teams, and take part in the global growth strategy of one of the most prestigious and comprehensive portfolios in the wine & spirits industry? We are looking for a Team Assistant - Marketing Gins & Apéritifs! You will be based at The Island, our office in central Paris.
We are looking for a proactive, service-oriented and highly organized Team Assistant to support the Gins & Apéritifs Marketing team. The role is reporting to the VP Marketing Gins & Apéritifs.
This role is key to ensuring smooth day-to-day operations, strong coordination across departments, effective budget follow-up, and the organization of moments of convivialité that foster team engagement and collaboration. You will act as a central point of contact for administrative, logistical and coordination activities while contributing to cross-functional initiatives and projects.
Your key responsibilities
Day-to-Day Activities Support
- Organize and coordinate agendas and logistics for large or cross-functional meetings
- Manage directors’ agendas (when requested) by planning and anticipating appointments and meetings to support their priorities and ensure smooth business operations
- Ensure the physical welcome and accompaniment of visitors
- Prepare, organize and coordinate team or directors’ business travels, in full compliance with the company’s Travel & Expenses policy
- Take the lead during the preparation phase of relocations for new team members or moves of existing ones, including administrative and onboarding support in coordination with the relevant Director
- Contribute to cross-functional initiatives led by the Assistants’ Community and proactively collaborate with other assistants on shared initiatives and topics
- Relay relevant corporate news to the team (e.g. group events, CSE activities, etc.)
Budget & Activity Follow-Up
- Contribute to activity and budget follow-up within the scope of responsibility
- Coordinate with internal and external stakeholders and follow up on outstanding invoices and purchase orders
- Support accounting activities and ensure deadlines are respected
- Create new suppliers in the system
- Create purchase orders (POs) and process invoices
- Consolidate recharge data and coordinate between Finance, Global Teams and Affiliates
- Support team with simple budget tracking
- Manage supplier reminders when required (e.g. missing invoices)
- Act as first point of contact with Accounting for initial queries
Events & Moments of Convivialité
- Coordinate with Directors on team event formats and, where applicable, coordinate team events (new hires, birthdays, internal events, reminders for events at The Island, etc.)
- Coordinate with other assistants and project managers for teams participation in broader corporate events.
If you recongized yourself in the description below, don't wait to apply!
- Bac +2 degree
- 5+ years’ experience in a similar role (Executive Assistant / Team Assistant / Operations Assistant)
- Fluent in English and French (written and spoken)
- Excellent command of Microsoft Office tools (Word, Excel, PowerPoint, Outlook, Teams)
- Strong interest and ability in PowerPoint design and visual presentations is appreciated
- Knowledge of Concur is a plus
- Strong organizational skills, attention to detail and ability to manage multiple priorities
- Service-minded, proactive, reliable and comfortable working in a matrix and international environment