Executive Assistant 50% (M/F/D)

Together, let’s prepare your future.

SAMSIC-Emploi SA, a leader in its field, is today the solution for your job search in the Tertiary sector.

Mandated by one of our clients, we are looking for an Executive Assistant.


Main responsibilities :

. Writing and producing institutional documents

Formatting and creating administrative and strategic documents.

Writing, correcting and structuring emails, reports, administrative notes, meeting minutes,

internal procedures, directives and other institutional documents.

Compiling and synthesising information to produce coherent, precise documents adapted to

their recipients.

Preparing professional presentations for internal and external meetings using Microsoft

PowerPoint.

Creating visual aids and internal or institutional communication documents with Canva.

Managing emails and the Executive Secretariat

Managing the Executive mailbox and addresses entrusted to it: receiving, sorting, prioritising,

filing and archiving messages.

Preparing and drafting responses, submitting them for validation when required, then ensuring their sending

and follow-up.

Forwarding requests to the appropriate contacts, making necessary reminders and ensuring

deadlines are met.

Ensuring traceability of exchanges and strictly preserving the confidentiality of correspondence and

attachments.

Filing, tidying and archiving :

Organising and structuring the establishment’s administrative files.

Filing, tidying and keeping physical files up to date in designated spaces, as well as digital files

in authorised shared or individual directories.

Ensuring physical and digital archiving of documents according to a coherent filing plan and applicable

retention instructions.

Managing versions, access rights and document traceability to ensure that reference documents are

identifiable and accessible only to authorised persons.

Updating, organising and, when necessary, reorganising institutional documentation.

Preparing files for authorities, notably the DIP and OCIRT, as well as files necessary for audits, controls and internal procedures.

Administrative support to the Executive :

General Director: preparing institutional files, compiling strategic documents, formatting notes, emails and official communications, and ensuring requested administrative follow-up.

Deputy Director: preparing administrative and organisational files, and structuring documents related

to educational or administrative operations.

Support to the Dean of Maturity and Quality Manager :

Organising quality system documentation.

Formatting and keeping internal procedures up to date.

Structuring files related to certifications, audits and controls.

Filing and archiving corresponding institutional documents.

Required skills :

Writing and linguistic skills :

Impeccable French required, both written and spoken, with perfect mastery of spelling,

grammar, syntax and punctuation.

Excellent ability to independently write emails, reports, notes, minutes,

procedures and professional communications.

Ability to synthesise information, structure complex documents and adapt tone and

level of detail to the recipient.

Good level of written and spoken English.

Administrative and organisational skills :

Very high administrative rigour and excellent sense of priorities.

Excellent ability to organise, file, tidy and archive both physical and digital documents.

Attention to detail, quality of writing and traceability.

Ability to work with several executive contacts, manage multiple files simultaneously and

meet deadlines.

IT skills :

Microsoft Word: excellent mastery of advanced layout and document structuring.

Microsoft Excel: excellent mastery of tracking tables and data organisation.

Microsoft PowerPoint: excellent mastery of preparing professional presentations.

Very good command of professional email tools, shared calendars and document storage spaces.

Canva: mastery of this tool for creating visual aids and institutional documents

is a major asset.

Strong sense of confidentiality, discretion and duty of reserve.

Reliability, loyalty and strict respect for Executive instructions.

Autonomy, discernment and sense of priorities.

Ability to work with several executive contacts.

Initiative and organisational skills.

Profile sought :

Administrative training or equivalent.

Experience in an administrative or secretarial position desired.

Excellent ability to produce structured and professional documents.

Impeccable mastery of French, essential for the role.

Interest in structured institutional environments and quality approaches.


If you are ready to take on this exciting challenge offering great prospects, send us your application as soon as possible!

NB: If you do not receive a response from us within 15 days, please consider that your application has not been retained. We would still like to keep your profile for other future opportunities.