Executive Assistant

your missions

The Executive Assistant acts as a trusted support to the Senior Vice President & Chief Commercial Officer, ensuring smooth departmental operations through effective organisation and communication. The role involves managing administrative tasks, coordinating internal events, and supporting the departmental budget process, all while maintaining high standards of professionalism and discretion to support the CCO’s strategic goals.

Calendar and Time Management

• Oversee and coordinate the CCO’s calendar to ensure efficient scheduling, and effective time management.
• Collaborate closely and proactively with the Chief of Staff to identify, plan and priorities sensitive and strategic matters for the CCO, ensuring their objectives are met efficiently.
• Book meeting rooms and coordinate related IT requirements.
• Contribute to process improvements to maintain robust and efficient operational workflows within the Commercial team.

Travel Organisation & Planning

• Maintain an up-to-date annual travel planner document.
• Organise all travel plans, logistics, detailed itineraries and arrangements for the CCO and Management Office.
• Prepare and process expense reports following trips.

Communication & Information Flow

• Ensure timely and accurate communication between Commercial management, teams, internal stakeholders, and external contacts, representing the CCO.
• Build and maintain strong, harmonious working relationships with internal colleagues and external partners.

CCO Mailbox

• Support the CCO in mailbox management, including filing, flagging, and prioritising important emails.

Meeting & Filing Support

• Organise and maintain the CCO & Management Office filing system for efficient document retrieval and storage.
• Support on meetings’ agendas, presentations, and minutes as required.

Event Organisation

• Support the CCO and Chief of Staff in planning and executing all logistical requirements for key commercial events: including location scouting, venue and hotel bookings, guest logistics, food & beverage planning, attendee management, experience delivery, budgets, and expenses.

Central Commercial Budget & Financial Administration

• Assist the CCO and Chief of Staff in the annual budget management process, maintaining updated Commercial Budget files & tracking deadlines with teams.
• Manage general accounting, expense reports and invoices, including vendor creation, purchase orders, and payments for the CCO and Management Office.

Others

• Order office supplies as required.

your profile

• You have 5-8 years of experience as an Executive Assistant supporting senior management or C-level executives. Prior experience in the luxury industry, event coordination, budget oversight or project management is a strong asset.
• You are fluent in French and English (spoken and written). Additional languages are an advantage.
• You are proactive and possess a positive mindset, with strong problem-solving abilities and sound decision-making skills.
• You possess excellent organizational and project management capabilities, particularly in fast-paced or complex environments.
• You have a high sense of integrity, discretion, and the ability to handle confidential information and pressure with professionalism.
• You have outstanding interpersonal skills with the ability to build trusted relationships, communicate persuasively, influence stakeholders, and collaborate constructively with teams.
• You possess an international mindset and ease working in multicultural environments.
• You master Microsoft Office tools (Word, Excel, Outlook, PowerPoint) and have overall digital aptitude. An experience with budget monitoring and administrative follow-up is necessary.
• You are willing to travel internationally for events or specific projects, if required.