Executive Office Assistant

Scope of the role

The Executive Assistant provides support to CEO and Top Management (ExCo team), ensuring efficiency, organization, and confidentiality. This role is responsible for managing agenda, business travels, preparing strategic documents and meetings, and facilitating internal and external communication.

Main responsibilities

Supporting CEO

• Proactive and organized management of the CEO’s calendar, efficiently scheduling meetings and calls;
• Manage travel arrangements and itineraries (flights, visa, accommodations booking etc), according with the internal travel policy;
• Support preparation of high-quality presentations and materials for strategic meetings (Board, town halls, etc.), timely and proactively gathering documentation from relevant stakeholders;
• Assist the CEO in preparing high-level meetings with strategic stakeholders by gathering key insights on individuals and companies involved, ensuring well-informed and impactful discussions;
• Screen phone calls, deal with incoming correspondence, meet and greet visitors and clients;
• Manage the CEO’s signature process (preparation and verification of documents to be signed).

Supporting leadership team (ExCo)

• Manage travel arrangements and itineraries (flights, visa, accommodations booking etc), according with the internal travel policy;
• Support preparation of high-quality presentations and materials for strategic meetings, timely and proactively gathering documentation from relevant stakeholders;
• Assist the ExCo members in preparing high-level meetings with strategic stakeholders by gathering key insights on individuals and companies involved, ensuring well-informed and impactful discussions.

Supporting strategic meetings and admin tasks

• Supporting the organization of strategical meetings (Board meetings, Townhalls, ExCo meeting etc), including planning the agenda, sending invitations, requesting IT support, organizing catering services…
• Collect contributions from various departments for strategic meeting presentations, ensuring deadlines are met, coordinating the overall process, and guaranteeing the quality of the final deliverable;
• Handle administrative tasks related to executive support, including expense reports, PO and invoice processing, document management.

Requirements:

• Fluency in English (written and spoken)
• At least 1 year of experience in the role
• Excellent knowledge of MS Office and digital tools.
• Strong organizational and problem-solving skills.
• Discretion, proactivity, attention to detail
• Team player

What we will offer

• fixed term contract of 1 year
• Unique brand to discover
• Discount on our products
• Dynamic atmosphere in an international environment
• Opportunity to influence and became a decision maker
• Competitive Smart Working Policy

Moleskine is an equal opportunities employer.

We recognize and celebrate the benefits that diversity brings to our workplace, our business and our customers. We welcome and will consider all applications regardless of race and nationality, religion, color, sex, parental status, sexual orientation, gender identity, gender expression, age, status as an individual with a disability, or any other legally protected characteristics.