Executive Assistant

About our client

Our client is an internationally renowned academic institute, recognised for its excellence in higher education, research, and international relations. As part of its activities, it is seeking a bilingual French/English Executive Assistant to provide administrative, organisational, and logistical support to its Management.

Your mission

Reporting directly to Management, you play a central role in the smooth administrative and organisational functioning of the institution. A trusted individual, you ensure the coordination of the daily activities of Management, facilitate communication with internal and external contacts, and oversee the proper organisation of meetings, travel, and institutional events.

Your main responsibilities

Executive assistance and administrative management

• Proactively manage the Management’s calendar: scheduling appointments, organising meetings, updating calendars, and monitoring deadlines.

• Handle the Management and secretariat’s email and postal mail, ensuring processing, indexing, filing, and archiving of documents.

• Welcome visitors and guests and ensure the preparation and logistical coordination of sessions.

• Maintain databases and Management’s tracking tools up to date.

• Manage the administrative follow-up of invoices, reimbursements, and expense reports related to the activities of Management and the Foundation Board.

Organisation and logistical coordination

• Organise Management’s business travel: booking transport, accommodation, and arranging meals.

• Book and prepare meeting rooms and event spaces, ensuring their setup and all logistical aspects.

• Coordinate visits of external speakers and guests (experts, lecturers, institutional partners, etc.).

• Provide logistical support for events organised in collaboration with external partners: travel, accommodation, invoice follow-up, and thank-you correspondence.

Institutional events

• Participate in organising institutional events, notably end-of-academic-year events and receptions for staff.

• Coordinate organisational and logistical aspects of official ceremonies, including managing academic awards presented at graduation ceremonies.

Follow-up of specific files

• Ensure the administrative follow-up of procedures related to student exclusions and objections, respecting institutional procedures and deadlines.

• Guarantee confidentiality and proper management of sensitive files under Management’s responsibility.

Your profile

• You hold a commercial, administrative, or equivalent qualification.

• You have proven experience in an executive assistant role, ideally in an international, academic, or institutional environment.

• You have excellent command of French and English, both spoken and written (C1/C2 level desired).

• You possess excellent writing and interpersonal skills in both languages.

• You are proficient with common office software and comfortable with administrative management tools and databases.

• You have excellent organisational skills, can manage priorities, and work on multiple files simultaneously.

• You demonstrate discretion, rigour, and a strong sense of responsibility.

• You have excellent interpersonal skills, a service-oriented mindset, and ease in interacting with diverse and international contacts.

• You are autonomous, proactive, flexible, and appreciate demanding and multicultural environments.