Executive Assistant to Chief Human Resources Offi

We are seeking a dynamic and resourceful Executive Assistant to provide top-tier support to the Corporate Human Resources Chief Officer, as well as her direct reports. This individual will operate within the fast-paced environment of the Beauty/Fashion/Luxury industry, playing a pivotal role in bolstering executive efficiency within our organization. To excel in this role, the Executive Assistant must adopt a proactive stance, anticipating needs, adeptly managing schedules, and pre-emptively resolving challenges to enable executives to focus on their core responsibilities.

Responsibilities

Administrative Support

• Manage complex calendars, schedule meetings, and prioritize appointments based on business needs.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and other itinerary specifics.
• Process and track business expenses, invoices, and reimbursements.
• Assist with project management tasks, such as drafting correspondence, meeting minutes, and presentations.

Communication

• Serve as a liaison between executives and internal/external stakeholders to ensure effective communication.
• Screen phone calls, manage meeting requests, and facilitate interdepartmental communication as required.
• Collaborate with other members of the HR team to provide seamless support across the organization.

Meeting and Event Coordination

• Plan and execute various meetings, conferences, and events, both onsite and offsite.
• Prepare meeting agendas, take comprehensive notes, and distribute follow-up action items.
• Assist in coordinating presentations and audio/video equipment as needed.
• Participate in day-to-day departmental operations and assist with invoice management.

Qualifications

• Bachelor's degree preferred, with additional qualifications as a Personal Assistant considered advantageous.
• Minimum of 5 years' experience providing high-level support.
• Bilingual in English, fluent in French, and Spanish (spoken and written).
• Proficient in MS Office Suite (PowerPoint, Word, Excel, Outlook) and up to date with advancements in office gadgets and applications.
• Ability to handle sensitive and confidential information with discretion.
• Exemplary organizational and time management skills, with the ability to prioritize tasks effectively.
• Flexible and adaptable to changing priorities and diverse tasks.
• Excellent communication skills, maintaining professionalism with internal and external stakeholders.
• Detail-oriented with a proven record of punctuality and dependability.
• Strong problem-solving skills and assertiveness, with the ability to make independent decisions when needed.
• Service-oriented and eager to learn with a collaborative mindset and proactive approach, consistently taking initiative.