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Executive Assistant - EDPFM & Kilian Paris

Brand: Editions de Parfums Frédéric Malle

Description

Responsabilities

• Assist with traditional administration and tasks such as

• Arranges travel (flights, hotels, meetings)

• Sets up and maintains a filing system

• Keeps all files and distributes communications

• Organizes and coordinates all aspects of local or regional/international meetings, internally or externally.

• Schedule and Organize Meetings

• Schedules and arranges meeting rooms as required

• Organization of special events - hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc.

• Arranges all aspects of international visitors and retailer visits

• Assists overseas visitors with accommodation and travel arrangements including welcome gifts, letters and itineraries

• Manage the travel planner and monitor plan VS budget

• Manages e-mail correspondence and all calls and handles requests as required

• Follows up on correspondence

• Initiates, executes and concludes any special projects defined by manager

• Performs and maintains administrative record keeping as appropriate such as

• Maintains attendance records and holiday dates (for team)

• Monitors travel budgets

• Pre checks invoices for approval

· Office Management :

• Point of contact for « Affiliate’s General Services team »

• Ensures proper functioning of faxes / printers etc. via support functions

• Ensures proper functioning of coffee machine, water, and all other floor installations via support functions

• Ensure office supplies on the floor via general services

• Process Purchase orders

· Team functioning :

• Coordinate new comer’s onboarding agendas

• Order breakfast for team meetings or when newcomers arrive to the company

• Update distribution lists

• Order products for newcomers

• Manager Iphone fleet for Kilian and EDPFM employees

• Point of contact/subject matter expert when team members have a question on

o Expense reporting

o Travel booking

Qualifications

· Ability to multitask

· Organization skills, interest and demonstrated desire for administration process excellence

· Strong interpersonal and diplomacy skills

· Ability to work independently and autonomously

· Strong skills in Excel, Powerpoint, Outlook

· Fluency in French & English

· University degree or equivalent

· 5 years minima in a similar position

Job: Administrative

Primary Location: Europe, Middle East, Africa-FR-J-Paris

Job Type: Standard

Schedule: Full-time

Shift: 1st (Day) Shift

Job Number: 2410525