We seek:

A candidate who has a flexible attitude, is able to assume responsibility for a range of tasks and enjoys helping to make the lives of others easier.

Specific responsibilities will include

• Diary management across multiple time zones, including booking meeting rooms, dial in details, and external AV if required
• Manage extensive, detailed and frequently changing national and international travel arrangements, including:
o Booking transport and accommodation, applying our travel policy
o Completing/securing visas and other travel documentation
o Itinerary planning
• Processing expenses and credit card reconciliations
• Scheduling meetings and events, often with multiple internal and external participants internationally, requiring regular liaison with internal and external counterparts to co- ordinate availability
• General administrative support, as requested e.g. correspondence, arranging dinners
• Undertake ad hoc projects as and when required
• Working with the Office director to assist in the smooth running of the office, this might include;
o ordering taxis, couriers, booking and ordering lunches, meeting rooms, office stationery and other general office supplies
o Liaise with vendors, including cleaning, catering, and security services.

Required skills and experience

• Must be bilingual in French and English (fluency in speaking, reading and writing)
• Excellent oral and written English language skills; ability to draft clear, succinct and appropriate correspondence and documents.
• Previous experience of supporting senior-level executives in an international environment and managing complex and frequently changing travel and meeting arrangements across time zones is essential.
• Excellent organisational and administrative skills, combined with a high level of attention to detail and accuracy.
• Ability to work collegially with others and effectively engage with staff and stakeholders at all levels, both in-person and remotely.
• High level of autonomy and resourcefulness and strong problem-solving skills.
• Ability to work flexibly, remain composed under pressure, respond to changes and conflicting demands constructively and prioritise work appropriately.
• High level of integrity and professionalism; ability to handle confidential or sensitive matters with discretion and to exercise judgement to determine the appropriate course of action, referral or response.
• Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint) is required.