Executive Secretary

Job title:

Executive Secretary

Company:

International SOS

Job description

About the role

• Personal assistant / Executive Secretary Assist the GM Southern Europe as well as the Paris Exco and the SEU Sales Leadership Team.

Key responsibilitiesOffice Administration :

• Assist in the preparation of meeting rooms, ensuring security guidelines are respected.

• Identifying office management problem areas, suggesting solutions and or improvement ideas.

• Assisting in the organisation of the company’s internal and external events in collaboration with the General Manager.

Personal Assistant:

• PA to the GM Southern Europe

• Organize GM’s agenda, conference call, internal and external meetings or events

• Take the minutes during the meetings when appropriate

• Manage expenses and submit them through the online tool

• Book all flights, hotels, taxis through the online tool

• Coordinate all required contract signatures

• Ensure appropriate filing of all documents, external contacts and contracts

• Draft announcements for newcomers and keep organisational charts up to date

• Review team expenses on behalf of GM’s

• Review team leaves on behalf of GM’s

• PA to the Sales Leadership Team:

• Prepare the bimonthly sales calls: manage agenda and presentation, take minutes

• Animate the MS Team Groups

• Organize A to Z the yearly annual conference

• Take notes, ensure actions are tracked and followed up

• Review accuracy of the pipeline using PowerBI Dashbaords by identifying late opportunities and chasing the respective owners

• Organize the onboarding meeting of newcomers, making sure necessary stakeholders are met (do the calendar invites and ensure plan is followed)

• Support to Marketing:

• Translation of Marketing and sales material from English to French

• Support clients’ event

• Coordinate various projects – for instance supports the finance function for the preparation of all the Board Meetings, change of bank signatories etc.

• Paris site support:

• Manage and coordinate internal communications in cooperation with the Human Resources Director

• Organize internal and external events

• Maintain a good internal and external network

• Collect and organise periodical reportings

• When PA of the CEO on leave or not on site, be the replacement

About youRequired Skills and Knowledge

• Good Organizational skills, office administration experience

• Excellent computer skills

• Good listening skills

• Flexibility and adaptability

Required Competencies

• Excellent communication skills, service oriented, detail oriented, enthusiastic

Required Work Experience

• Previous experience in Personal Assistance position or similar

Required Qualifications

• BTS or higher education

Required Languages

• Fluent in French and English

Travel / Rotation Requirements

• Punctual travels for events

Salary : 50K – 60K#LI-Europe

Expected salary

€50000 – 60000 per year

Location

Paris

Job date

Wed, 05 Feb 2025 01:35:58 GMT

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