Personal Assistant to Managing Director (FTC 2 year)

Job Activities

• To provide a secretarial and personal assistance service to the Managing Director and other members of senior management team (total of 4) as and when required
• Administrative support to wider team on an ad hoc basis
• Proactively maintain and manage the Director’s calendars, arrangement, cancellation and monitoring of meetings
• Organize regular Direct Reports / Business Unit Meetings/ one to one as required for the MD
• Organise travel and prepare travel pack including travel & necessary documentations
• Organise company events
• For senior management meetings: Logistics (venue booking), agenda preparation, take / issue minutes and update / follow-up to the action register
• Co-ordinate events, meetings and information exchange involving Paris HO or other Group entities
• Prepare monthly expense claims for the MD
• Maintain CMC* rota and review to ensure full coverage and assist as required
• Assist with any other reasonable requests from the MD & Management team
• Master Data management – Assist with supplier creation or update in MBC, access rights to MBC, to EVP and other back office tools (Themis, etc.)
• Office supply management (stationary ordering, etc.)
• Liaising with IT and office access management as and when needed.

Candidate Profile

• Organizational Skills: Exceptional ability to prioritize and manage multiple tasks efficiently.
• Communication Skills: Strong verbal and written communication abilities.
• Attention to Detail: High level of accuracy in handling tasks and information.
• Proactivity: Self-starter with a problem-solving mindset and the ability to anticipate the MD’s needs.
• Professionalism: Maintains discretion and confidentiality at all times.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Flexibility: Adaptable to changing priorities and schedules.
• 5 years’ experience of working at senior secretary/PA level. Formal secretarial training and qualifications as appropriate for the role.
• A good standard of French language is an advantage