Global Executive Assistant

Description

APPRENTICESHIP POSITION (12 months)

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