Executive Assistant

ABOUT THE ROLE: We are looking for a highly organised, proactive, and resourceful Executive Assistant to the CEO to provide high-level executive and operational support. This is a key role in ensuring the smooth running of day-to-day executive activities, while contributing to greater efficiency, structure, and coordination across the organisation. The ideal candidate will be a trusted partner to the CEO, able to anticipate needs, manage multiple priorities, and take initiative in a fast-paced and dynamic environment. Beyond traditional executive assistance, this position offers the opportunity to improve internal processes, coordinate key business initiatives, and support interactions with strategic customers and brand partners. RESPONSIBILITIES: Executive & Administrative Support - Proactively manage and optimise the CEO's calendar, coordinating complex schedules and meetings across multiple time zones. - Organise domestic and international business travel, including flights, accommodation, itineraries, and logistics. - Manage expense reports and related administrative tasks with accuracy and efficiency. - Anticipate the CEO's needs, prioritise requests, and ensure effective follow-up on key actions and commitments. Business Coordination & Event Management - Coordinate and support conferences, internal events, executive meetings, and key business gatherings. - Prepare meeting agendas, presentations, and supporting materials for strategic meetings with customers and brand partners. - Facilitate communication and coordination between the CEO, internal teams, and external stakeholders. - Track key action points and ensure timely follow-up on business priorities. Organisation & Process Improvement - Identify opportunities to streamline workflows and improve day-to-day operational efficiency. - Develop, implement, and document effective organisational processes and best practices. - Support the onboarding of new team members, ensuring a structured and seamless integration. - Contribute to cross-functional initiatives and ad hoc projects to support business needs. Communication & Stakeholder Management - Act as a trusted point of contact for internal teams, key customers, and external partners. - Handle sensitive information with the highest level of professionalism, discretion, and confidentiality. - Build strong working relationships and ensure clear, timely, and effective communication across stakeholders. REQUIRED SKILLS & QUALIFICATIONS: - Minimum of 10 years experience in an executive assistant or similar support role - Fluent in English; French-speaking strongly prefered - Exceptional organisational skills with a high level of attention to detail - Highly proactive, autonomous, annd able to anticipate needs - Strong written and verbal communication skills - Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) - Familiarity with AI productivity tools such as Microsoft Copilot or similar - Ability to manage confidential information with discretion and professionalism. BENEFITS: - Company health insurance (60% covered by the employer) - 50% reimbursement of public transportation subscription or access to private parking (cars / two-wheelers) - Staff restaurant + meal vouchers - Discounts on Nike.com and Levi.com, staff sales, and works council benefits (discounts, gift vouchers) - WellPass (Gymlib) membership - Wellness area + on-site gym #HBErecrute