Executive Assistant to CEO

Job description

  

Cartier, l'artisan des passions.

MAIN PURPOSE 

 

The Executive Assistant will provide support to the CEO to help him make the best use of his time by dealing with secretarial/administrative tasks. He/She will carry out assignments as requested by the Directors

 

KEY RESPONSIBILITIES

 

Organization and Scheduling

 

·  Manage the calendar and schedule appointments (organize meetings, logistic)
·  Organize and coordinate business trips for CEO
·  Organize and coordinate market visits for Cartier HQ visitors and ensure proper welcoming of guests  (agendas, welcome note from CEO, gifts …)
·  Schedule monthly Regional Governance meeting and Market Committee meeting and take minutes

 

Administrative Support

 

·  Manage emails
·  Screen incoming calls and correspondence and respond, independently, when possible
·  Prepare reports and verbal or written correspondence on behalf of CEO
·  Draft/write powerpoint presentation
·  Prepare documents, templates as needed by the CEO
·  Acts as custodian of corporate documents and records
·  Take dictation; compose and prepare confidential correspondence, reports, and other documents
·  Create and maintain filing systems
·  Manage special projects at the direction of CEO
·  Perform confidential duties and related special projects using a high level of discretion and personal judgment
·  Maintain and coordinate a high volume of sensitive and confidential material
·  Prepare and send couriers and other necessary mails, etc.
·  Manage  petty cash
·  Submit expenses reports on time and follow-up

 

Office / Employee Coordination

 

·  Prepare internal communication memos
·  Update the regional organizational chart
·  Prepare announcements for the subsidiary
·  Organize team meetings and team building activities in coordination with L&D department

 

Internal Communication

 

·  Act as key contact between the CEO and the directors/director’s assistants and other departments at regional and international level
·  Ensure distribution flow of information.

 

Personal Support

 

·  Follow-up on insurance claims and schooling fees
·  Manage the driver schedule and duties

 

JOB PROFILE

 

Education

·  BA’s degree

 

Required Experience

·  5 to 10 years as Executive Assistant

 

Technical Skills / Abilities

·  Fluent in English and French
·  Good knowledge of Office

 

Personal Skills

·  Professional attitude, integrity and high level of discretion are essential, as well as ability to communicate appropriately at all levels
·  Highly flexible and organized person, able to handle last minute changes or requests, multiple tasking
·  Task focused, able to meet tight deadlines and set priorities according to business needs
·  Great ability to anticipate needs
·  Flexible, resourceful and problem solver
·  Attention to detail, respect for procedure requirements
·  Strong customer and service focus, solution oriented
·  Good communication skills, with dynamic and easygoing personality
·  Excellent Powerpoint presentation skills with good level of creativity
·  Excellent presentation