Recruitment : EXECUTIVE ASSISTANT ANGLOPHONE - OMEGA PHI RH GROUP

EXECUTIVE ASSISTANT ANGLOPHONE

CV réception deadline 30/03/25

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JOB REQUIREMENTS AND SKILLS NEEDED

PROFILE

• Academic level: BTS in secretarial/office automation, Bachelor's degree in literature or languages, other bachelor's degree + 3 years; 
• Additional training and/or qualifications (an asset): Secretarial and office automation training; - 
• Professional experience: 03 years; 
• Maximum age: 40.

TECHNICAL SKILLS

• Mastery of secretarial and office automation tools;
• Ability to apply synthesis techniques (writing and analytical skills), as well as reporting and activity monitoring; be able to apply project management tools (planning, coordination, etc.);
• Know how to anticipate your own deadlines and those of your line manager; - Know how to deal with urgent matters and identify priorities; - master written and oral communication techniques.

PERSONAL CHARACTERISTICS

• Ability to deal with emergencies; Discretion;
• Good physical appearance and appropriate dress required;
• Ability to listen;
• Integrity and impeccable work ethic;
• Friendly, courteous and tactful;
• Ability to work as part of a team/network;
• A good level of French and English;
• Communication skills;
• Effectiveness in communicating with direct work environment, customers or suppliers;
• Ability to organise and manage time (your own and that of others);
• Focus on safety, hygiene, quality and respect for the environment, while being productive.
• Adapt to new technologies;
• Exchanging and synthesising information from the work environment;
• Autonomy and a sense of responsibility;
• Ability to work under pressure in a constantly changing environment; 
• Demonstrate mobility; Work in a clean environment;
• React quickly, calmly and with self-control, when faced with a sudden event;
• Be alert, vigilant and rigorous; - Resist stress;
• Anticipate problems and know how to detect malfunctions as early as possible.

INTERNAL AND EXTERNAL RELATIONS

• Internally: Chairman and Chief Executive Officer / Managing Director / Unit Directors / Operational Directors / Heads of Department; 
• Externally: Customers, Service Providers, Suppliers, Agencies, Consultancies, Institutions and Public/Parapublic Administrations.

PERSONAL AND/OR MATERIAL RESOURCES:

• Office computer;
• Telephone card (SIM) + monthly call credit.

WORKING CONDITIONS AND PROFESSIONAL CONSTRAINTS: 

• Flexible working hours and unconditional availability.

PERFORMANCE ASSESSMENT INDICATORS: 

• See missions, activities and performance contract

DEPARTMENT MANAGEMENT

• First level supervisor: CEO
• Second level supervisor: CEO Alternate: Executive Assistant

MISSION

JOB DESCRIPTION

JOB TITLE: EXECUTIVE ASSISTANT

DEPARTMENT:

SERVICE :
The Executive Assistant contributes to the Chairman management tasks and missions in order to improve the organisation of his activities; She acts as the interface, both upstream and downstream, between the Chairman
and the various internal and external contacts.

ACTIVITIES

• Executive secretariat and personal assistant to the CEO:
• Organising the CEO's schedules and travel;
• Managing his diary and travel: making appointments according to priorities;
• Reminding the CEO of important information and passing on messages;
• Taking notes and formatting all types of correspondence;
• Typing documents of various forms and content;
• Organising the filing and archiving of files;
• Planning and organising meetings and events (meetings, seminars, etc.): drafting minutes, following up on records of decisions and execution of assigned actions, preparing media, ensuring logistics, etc;
• Ensuring the efficient running of the Managing Director's activities and contributing to the organisation of
• internal life, by acting as a resource and adviser on company practices and procedures;
• Managing information (General Management contacts, databases, mailing lists, documentation, etc.) and facilitating access to it.
• Case management and monitoring:
• Gathering the information needed to monitor files in order to assist decision-making and steering; - Design dashboards and/or monitoring tables;
• Prepares and monitors the General Manager's files (notes, summaries, preparation of administrative documents, etc.);set;
• Coordinating the resources (human, administrative, logistical and technical) needed to achieve the objectives
• Participating in the management of the General Management's budget (preparation, execution, monitoring); - Internal and external communication;
• Steering certain internal communication initiatives and ensuring that information is properly disseminated; Designing, updating and distributing the General Manager's various communication tools/supports (web, intranet, newsletter, etc.); - Designing and implementing a filing system to facilitate retrieval.
• Supervision / coordination :
• Carrying out and coordinating specific operations for all or part of a project delegated by the manager; Managing expense accounts;
• Monitoring the schedule of ongoing projects;
• Interface with other Group entities;
• Interfacing with service providers, customers, etc;
• Interface with existing teams;
• Coordination of head office activities by express delegation of authority;
• Organising, coordinating, supervising and monitoring the activities of staff under his/her responsibility.

Other activities:

• Cash management of general income and expenditure.

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