Executive Assistant Apprenticeship - Kilian Paris

Job Description

Executive Assistant – EDPFM & Kilian Paris

About the job

Responsabilities

• Assist with traditional administration and tasks such as
• Arranges travel (flights, hotels, meetings)
• Sets up and maintains a filing system
• Keeps all files and distributes communications

- Organizes and coordinates all aspects of local or regional/international meetings, internally or externally.

- Schedule and Organize Meetings

- Schedules and arranges meeting rooms as required

- Organization of special events: hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc.

- Arranges all aspects of international visitors and retailer visits

- Assists overseas visitors with accommodation and travel arrangements including welcome gifts, letters and itineraries

- Manage the travel planner and monitor plan VS budget

- Manages e-mail correspondence and all calls and handles requests as required

- Follows up on correspondence

- Performs and maintains administrative record keeping as appropriate

- Maintains attendance records and holiday dates (for team)

- Monitors travel budgets

- Pre checks invoices for approval

· Office Management :

- Point of contact for « Affiliate’s General Services team »

- Ensures proper functioning of faxes / printers etc. via support functions

- Ensures proper functioning of coffee machine, water, and all other floor installations via support functions

- Ensure office supplies on the floor via general services

- Process Purchase orders

· Team functioning :

- Coordinate new comer’s onboarding agendas

- Order breakfast for team meetings or when newcomers arrive to the company

- Update distribution lists

- Order products for newcomers

- Manager Iphone fleet for Kilian and EDPFM employees

- Point of contact/subject matter expert when team members have a question on

o Expense reporting

o Travel booking

Qualifications

· Ability to multitask

· Organization skills, interest and demonstrated desire for administration process excellence

· Strong interpersonal and diplomacy skills

· Ability to work independently and autonomously

· Strong skills in Excel, Powerpoint, Outlook

· Fluency in French & English