Reporting to the CEO, the Administrative Assistant will be providing a wide range of administrative support to ensure the efficient running of the office.

He/She will be expected to provide advanced support to the Office of the CEO through a variety of organizational and administrative tasks and will ensure that his/her duties are performed accurately and delivered with high quality and in a timely manner.

This role is an exciting career opportunity for an experienced, hands-on, fast-learning and dedicatedindividual willing to join a mission-driven, high-paced environment.

Administrative Assistant

Responsibilities include but are not limited to:

Providing CEO with professional and personal support in the management of her agenda and commitments
Managing complex calendar, organizing meetings and appointments liaising with Back Office Operations Coordinator
Following up on CEO tasks and deadlines
Miscellaneous tasks to support the CEO to ensure that the business is being run properly and complying with the company policies
Acting as a back-up for the OM and Back Office Operations Coordinator (including vacation and absences)
Acting as a first point of contact with the CEO office, dealing with correspondence – draft letters and emails on behalf of CEO and phone calls
Supporting Back Office Operations Coordinator with booking and arranging travel, transport and accommodation within multiple time zones and preparing detailed itineraries
Supporting Junior Project Manager/Founder Associate with operational organization of CEO attendance to events and conferences and typing, compiling and preparing reports, presentations and correspondence
Supporting Junior Project Manager/Founder Associate in managing CEO databases and filing systems and key contact lists
Greeting and assist visitors into the office
Preparing meeting rooms and serve refreshments and running on occasional errands
Handle every information in a confidential manner

Requirements:

Flexibility and service oriented
Proven work experience as an Administrative Assistant
English mother tongue – absolutely mandatory
Minimum B2 French level
Excellent written and verbal communication skills – impeccable spelling and grammar in English
Proficiency in MS Office in Mac environment – absolutely mandatory
Excellent time management: ability to multi-task and prioritize daily workflow
Attention to details and problem-solving attitude
Outstanding organizational skills
Excellent telephone manners
Professionalism
Discretion and confidentiality
Resistance/resilience to stress
Ability to efficiently manage fluctuating pace and workflow

Administrative Assistant

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