Personal Assistant

  • Antibes, Alpes-Maritimes
  • CDI
  • Temps-plein
  • Il y a 1 mois
The Role:Personal Assistant to the General Manager: Duties and responsibilities include providing administrative, project-based and operational support to ensure efficient operation of the office. Supporting the General Manager and other employees through a variety of tasks related to organization and communication with the wider Hill Robinson Group.This role encompasses providing all general admin support and varying levels of PA duties for the General Manager. Working internally to improve communication channels and efficiency to keep processes and lines of authority clear and avoiding duplication of efforts. Diary and meeting management and making meeting arrangements as needed locally or at other locations across the Group.Confidentiality is essential as the PA to the General Manager will be expected to liaise with external parties such as clients, suppliers, other Hill Robinson offices, and other professional advisers and will have access to
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
Key Competencies/ Attributes
  • 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
People Management Responsibility:Receptionist / Office Coordinator - Responsible for recruitment, hiring process and supervisionWe have a range of employee benefits including:
  • Employee Assistance Program
  • Hybrid working for eligible roles
  • Accident cover
  • Travel cover
  • Academy Learning

Hill Robinson Group