Description
We are looking for a highly reliable and proactive Executive Assistant (M/W/NB) to support the Director and Deputy Director in both day-to-day operations and higher-level coordination.
Beyond excellent execution skills, this role requires the ability to connect the dots and anticipate needs to streamline communication flows and collaboration between the leadership duo and the partners in a fast-moving environment.
You will act as a force multiplier for the leadership duo: ensuring flawless logistics while adding structure, clarity, and focus to incoming requests and workflows.
Executive & Operational Support
- Manage the Director and Deputy Director's agendas with a strong focus on prioritization, coherence, and time optimization
- Schedule and coordinate meetings across multiple stakeholders and time zones
- Prepare meeting rooms (logistics, equipment, materials) and ensure smooth execution
- Handle travel arrangements, expenses, and administrative follow-ups
- Act as the primary point of contact for internal and external meeting requests
Structure, Prioritization & 'Connecting the Dots'
- Help rationalize incoming requests by:
- clarifying objectives,
- challenging urgency when needed,
- grouping or sequencing topics logically
- Identify overlaps, dependencies, or redundancies across initiatives and meetings
- Proactively suggest agenda structures, time blocks, or delegation options
- Anticipate upcoming needs, deadlines, or decision points
Meeting & Follow-up Support
- Prepare agendas, briefing notes, and pre-reads
- Take structured notes when needed and track action items
- Follow up on decisions and commitments, ensuring accountability
- Maintain an overview of ongoing topics and priorities
Qualifications
- Proven experience as an Executive Assistant or similar role supporting senior leadership
- Outstanding organizational and time-management skills – anticipatory rather than reactive
- Ability to handle confidential information with discretion
- Comfortable operating in a fast-paced environment
- Strong written and verbal communication both in French and English