Executive Assistant / Office Manager in an Architect's Office.

About the job

You play a key role at the heart of the operation of our architect's office, by participating in the launch of projects and new structures.

We are looking for a motivated executive assistant / office manager capable of working directly with management and centralising the administrative follow-up of several structures.

You will hold a cross-functional role and be the liaison point between management, the fiduciary, lawyers, insurers, banks, employees, department heads and project managers.

Above all, we want an organised, rigorous, responsive and autonomous person, capable of initiative, identifying urgencies, and ensuring that various files progress within deadlines.

Your tasks

 1. Main contact point for the fiduciary.

• Centralise, file and transmit every month all the elements necessary for the fiduciary (VAT, taxes, social charges, invoices, supporting documents…);
• Follow up and pay expense claims;
• Ensure the follow-up of office requests and their proper resolution.

2. Administrative department

• Manage the administrative department: 1 collaborator
• Fill in and keep up to date the monthly tracking table of figures, cash flow, invoicing;
• Create and issue invoices according to validated elements;
• Keep and file contracts;
• Manage the document database.

 3. Banks and treasury

• Identify unusual movements and alert management immediately;
• Search for supporting documents corresponding to transactions;
• Prepare transfers for validation by management.

4. Human resources 

• Be the administrative convergence point for employees and managers and respond to information requests;
• Collect payroll variables: absences, leave, bonuses,…;
• Process payroll for 25 employees with the support of the fiduciary;
• Monitor employees’ hours, manage overtime;
• Track arrivals/departures of employees, probation periods, centralise documents necessary for hiring;
• Maintain individual employee files: keep employment contracts and HR documents;
• Carry out procedures with SUVA, health insurance… and follow up on files.

The objective is to always have a clear view of the administrative situation and anticipate potential obstacles.

5. General coordination

• Centralise information from management and department heads;
• Redistribute requests to the appropriate contacts;
• Prepare summaries and reports for management: documentary research…;
• Prepare and keep up to date various tracking tables;
• Maintain a calendar of important deadlines;
• Follow up with employees, managers, suppliers, banks, fiduciary, insurers and lawyers;
• Prepare files and elements necessary for appointments and various meetings (banks, lawyers, fiduciary, insurance…);
• Follow up on actions decided after each meeting;
• Keep and organise confidential documents and important files;
• Identify urgencies and escalate them quickly to management;
• Regularly update management on deadlines, blockages, unpaid invoices, disputes and pending actions.

Profile sought

We are looking for a person ideally with proven experience in a similar position in executive assistance, administrative management, accounting or SME management. (The construction or architecture sector would be a plus)

With an administrative background (federal certificate of executive assistant or SME manager or higher education deemed equivalent), you must be particularly comfortable with:

• Organising and following up several files simultaneously: ability to manage priorities and work in a team;
• Rigor, precision and organisational skills;
• Office tools (Microsoft Office) and tracking tables;
• Excellent command of French, good writing skills;
• Good interpersonal skills: exchanges with administrations, fiduciary,…;
• A taste for collaborative work and a service mindset;
• HR administrative follow-up;
• Document management and filing;
• Reminders and meeting deadlines;
• German is a plus.

Beyond technical skills, we want a motivated person willing to learn, reliable, structured, autonomous, responsive and extremely rigorous.

You must be able to spot an anomaly or urgency and escalate it to management without delay while being proactive.

Confidentiality is essential given the nature of the financial, social, banking and legal information you will have access to.

Why join us?

• You will work in a human-sized structure where ideas, proactivity and initiatives are valued.
• You will participate in varied and stimulating projects.
• You will join a dynamic, friendly and passionate team.

Interested? Send us your application (CV + cover letter) — we look forward to meeting you!