Executive Assistant

Job description

about the role

The person fulfilling this role will be responsible for providing day to day support to the Head of International Business  (IB) and supporting the Management team in managing operational activities in order to support the business. The Head of International Business is a member of the Executive Committee of Orange Business Services.

In terms of executive management support the Executive Assistant will be required to provide support with diary management, local and international travel, expense management, preparation of meetings and the executives’  documents and presentations. The executive assistant will be responsible for managing all facets and programs which come out of the management meetings.

In general the role of the executive assistant is to support the Head of IB as executive of the company, by providing day-to-day assistance and develop and maintain office procedures and to enable the executive to have maximum utilization of the executive’s time on priority matters, by:

Agenda and time management

·  Diary and email management, production of correspondence, preparation of meeting material, co-ordination of meetings, completion of forms, co-ordination in the absence of the executive
·  Maintaining operational effectiveness of the executive by continuing to carry out their basic operational responsibilities on their behalf or in their absence
·  Maintaining the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel

Coordinating and prioritizing work requirements of the executive

·  Providing continuity to internal and external contacts during executive’s peak workloads and absences
·  Acting as a first point of reference for internal and external contacts during executive’s peak workloads and absences
·  Taking ownership of general enquiries from internal and external sources and filter requests for the executive’s involvement
·  Leading  all executive communication programs for the management team

Communication and programs

·  Developing and preparing the executive internal communication plans for the business, amongst one of them the internal newsletters for the sales & management teams
·  Setting up the regular Executive Sponsor Customer calls
·  Running the International weekly Business calls and makes the meeting minutes of the calls and keeps track of outstanding actions
·  Keeping the Sales Jive & Salesforce Groups up to date with various documents (sales meeting slides, Account Ambition Reviews, meeting minutes etc.) and promote its use by the team as communication tools and leads by example
·  Arrange management meetings- booking meetings, develop agendas, document minutes, track open items to closure and maintain a register via the online collaboration site called Plazza
·  Acting as first point of contact for the IB Management Team members and Orange International Executive Assistants
·  Preparing town hall agenda and presentations
·  Coordinating all requirements for meetings and events sponsored by the IB office
·  Acting as a central point of contact for external customers
·  Liaising with customer and their executive assistants to coordinate and plan meetings as required.
·  Welcoming customers and providing executive support as requested

Travel, Expense claims and tooling

·  Raising Purchase Order requests for the International Business Unit
·  Liaising when needed with suppliers, sourcing team and the internal finance team to ensure purchase orders are processed in a timely manner
·  Organizing all facets of domestic and international travel for the executive using the on-line travel booking tool and collaborating with Orange’s contracted travel agency to secure smooth travel
·  Ensuring travel request are managed and coordinated in a timely manner within company policies
·  Acting as first point of contact for queries from General Services International Travel Management Team
·  Managing all expenses for the executive by processing the expense claims in line with Orange global expense and travel policies via the digital expense management tool. Keeping track of the expenses and ensure approval and payment is followed up
·  Co-ordinate the executive’s required on-line approvals in company tools (e.g. billing credit requests; direct report leave requests; pricing portal escalations; Oracle Purchasing; People Information Management System)
·  Using the Orange on-line tools and booking portals (e.g. expense management, video conferencing, meeting rooms, IT Helpdesk, Data Maintenance)

about you

To successfully fulfill the role of executive assistant we expect you to have the ability to:

·  Engage and partner with our customers and internal staff as required
·  Work in a virtual team environment within local and international time zones and cross-cultural teams
·  Identify problems pro-actively and work towards resolution as required
·  Work independently as well as part of a cross-functional team
·  Maintain confidentiality and handle sensitive issues in a discreet manner

And you are be able to demonstrate excellent administrative skills, advanced PC skills (i.e. MS Office suite) and you should be able to make new digital tooling your own in a swift manner.

additional information

In order to meet the expectations set for an executive assistant that supports a senior executive of the company, we expect that candidate:

·  Has a minimum of 5 to 8 years or relevant work experience in an administrative support role to a senior executive within a multinational and professional services environment; preferably within the telecommunication or IT industry
·  Is an advanced user of the MS Office suite and can work highly efficiently with MS Outlook, MS Word, MS Excel and MS PowerPoint
·  Is an advanced and confident user of on-line portals and intranet tools
·  Has strong communication skills both verbally as in writing and must be proficient in both English and French
·  Strong organizational and planning skills and has the ability to prioritize and follow through on important matters
·  Has strong interpersonal skills and the ability to work with different stakeholders and cultures in the business
·  Is flexible, pragmatic and adapts easily to change

department

International Business

Orange Business Services manages and integrates the complexity of international communications, freeing our customers to focus on the strategic initiatives that drive their business.  Our extensive experience and knowledge in global communication solutions, together with our understanding of multinational business and local support in 166 countries and territories, ensure that our customers receive a consistent, global solution wherever they do business.

contract

Regular