Executive Assistant

Executive Assistant

As an Executive Assistant, you enable a member of the Executive Team to focus on their strategic, people, and business responsibilities by managing logistics, coordination, and operational details with anticipation and professionalism. You show in every aspect of your role you are accountable for all your endeavours and are result result-oriented whether the ownership is yours or not. You contribute to consistent standards of support, continuity of service, and shared practices across the company.

The environment is fast-paced, multi-cultural and often unpredictable, and each assistant manages a full and complex portfolio, which drives a strong focus on prioritisation.

The core responsibilities below apply at all service levels; the depth and frequency are modulated depending on the number of leaders supported.

• Act as a trusted operational partner, highlighting risks, constraints, and opportunities to improve how Executives' time is used.
• Be proactive in all areas of support identifying risks, conflicts, or opportunities for improvement
• Contribute ideas and suggestions to improve routines, communication, and events
• Act as a "how-to" reference for recurring processes (expenses, POs, meeting formats, calendar rules, standing ovations etc.).
• Act as a communication facilitator and point of contact on operational topics, helping information reach the right people at the right time.

• Manage complex calendars across time zones, including internal/external meetings, travel holds, and leadership rituals (business reviews, all hands, staff meetings, etc.)
• Prepare, coordinate, and follow up on meetings and events (logistics, agendas, materials)
• Shape and protect Executives' time, ensuring space for focus work and preparation, and organising their time according to pre-defined priorities

• Manage end-to-end business travel (transport, accommodation, transfers, office registrations, meeting rooms).
• Handle expense management, including timely submissions, compliance to policies and, where required, basic T&E tracking.
• Support POs and vendor creation, including complex PO management.
• Be point of contact for self-service options with Executive's team members(e.g. one-time Company credit cards for teams) to avoid centralising transactional tasks with the assistant.

• Coordinate offsites and leadership team events (venue, catering, logistics, invitations, onsite support). When applicable provide insight on agenda.
• Coordinate All Hands decks and logistics (e.g. speakers, timings, content collation, D-day logistic support). When applicable, provide insight on agenda & content.
• Support R&D events organised in the Paris office, by partnering with leaders, Workplace team and external providers.

• Collaborates closely with other Executive Assistants in a shared standards model focused on alignment, mutual learning. Act as local point of contact for assistants in other locations and provide operational support when possible.
• Partners daily with senior leaders, cross-functional teams, Office Managers, communication and Events teams and external stakeholders and providers.

• Experience as an Executive Assistant, Leader Assistant, or equivalent supporting C-Suite in an international or matrix organisation.
• Strong organisational and planning skills, able to manage multiple priorities in a fast-paced, unpredictable environment.
• Excellent written and verbal communication skills with senior stakeholders and external partners.
• Ability to operate autonomously while knowing when to escalate or seek support.
• High level of discretion, reliability, trustworthiness, and professionalism.
• Proactivity and anticipation of needs.
• Effective time management and prioritisation.
• Flexibility and ability to deal with ambiguity and change.
• Solutions-oriented attitude and strong collaboration mindset with openness to feedbacks
• Creativity and resourcefulness in solving problems and improving processes
• Technology fluency with collaboration and productivity tools (Office suite, Zoom, Sharepoint, Slack, administrative tools…)

What success looks like:

• Executives are able to focus on strategic priorities, with reduced friction around logistics and coordination.
• Strong connection with Tech leaders team facilitates communication and logistics
• Day-to-day interactions demonstrate trust, reliability, collaboration, responsiveness, flexibility, and proactive behaviour
• Information flows smoothly within the assistant community, towards key stakeholders and within the company at large

We acknowledge that many candidates may not meet every single role requirement listed above. If your experience looks a little different from our requirements but you believe that you can still bring value to the role, we'd love to see your application!

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