Personal Assistant
- Antibes, Alpes-Maritimes
- CDI
- Temps-plein
financial data, client base and confidential documents.Summary of Objectives and Responsibilities
- Respect the need for confidentiality and sensitivity of information
- Monitor inbound emails (heavy email traffic) to track key issues and pending actions. Respond on his behalf if needed and escalate if urgent
- Manage and prioritize tasks list to ensure the General Manager maintains momentum on tasks and projects and flag any risks as they arise
- Manage the General Manager's agenda and calendar to avoid duplications or missed appointments
- Manage the DOVICO records and information in a timely and efficient manner
- Manage the Webexpenses (Cash and Credit Card) transactions
- Administrative support as needed, using good judgement on prioritisation of tasks and duties
- Organisation of business trips (all arrangements) with respective trip code
- Assistance and monitoring of renewals of identity documents, visas for GM and family
- Organisation of meetings onsite or at alternative locations
- Always represent the company positively through professional behaviour
- Organisation of storage and international shipments as needed ensuring cost efficiency at all times
- Carrying out research for particular projects as requested by the General Manager
- Organizing corporate & staff events
- Lead short-term projects and initiatives as requested by the General Manager
- Assistance during events such as the Grand Prix, Yacht Shows and brokerage events
- Coordination of business cards data, working with HR and Office Managers
- Travel occasionally to other offices or industry events, and to be responsive to the needs of a fast-moving business.
- The person must have the ability to work unsupervised and on their own initiative with the ability to work under pressure and comply with strict deadlines.
- Organize meetings with follow up as needed and manage follow up actions (Minutes, reports ... )
- Coordinate a new project stream looking at strategic changes for Crew services and payroll,
- Network with other Personal Assistants and Internal Comms on a consistent approach to group office communications
- Ad hoc projects that arise from time to time
- Ad-hoc tasks
- Strong communicator with excellent spoken and written English and French
- Experience of working in small/high growth business
- Focused on achieving deadlines
- Mature personality with high integrity to act as an ambassador of the business and the General Manager
- Able to develop positive working relationships within the Hill Robinson companies.
- Accuracy and attention to detail
- Flexible and willing to support other team members
- Strong inter-personal skills
- Ability to deal with day-to-day administrative matters
- Strong organisational skills and an eye for detail.
- Good capacity to liaise with external parties such as clients, suppliers, other Hill Robinson offices, and other professional advisers.
- Excellent telephone manner and ability to record clear and precise information.
- Calm and Organized with the ability to multitask and rearrange schedules at short notice.
- Ability to forge strong working relationships and networks
- High level of integrity and ability to work on projects of a confidential and sensitive nature
- Excellent skills with all MS office systems are; tech savvy and able to quickly learn new technology
- Advanced level of Excel is essential Ability to prioritise competing demands
- Employee Assistance Program
- Hybrid working for eligible roles
- Accident cover
- Travel cover
- Academy Learning