Executive Assistant

Privileges Plus Conseils SAS is looking for an Executive Assistant on behalf of one of its clients.
MISSION OF THE POST

The Executive Assistant will have the following mission:

MAIN ACTIVITIES

• Screen and answer important phone calls, in the absence of his superiors
• Ensure the opening of mail and its distribution, process mail and all documents of a confidential nature
• Define, set up and control the procedures for issuing mail
• Format and enter letters for the department on which it depends
• Perfect mastery of office tools, as well as computer hardware and software in use within the company
• Ensure the maintenance, filing and archiving of files and documentation of managers
• Welcome, inform and guide staff and visitors
• Enter and format various documents (letters, reports, etc.), reproduce them and/or scan them and distribute them
• Manage booking requests (plane tickets, hotels, etc.)
• Organize the reception of foreign visitors
• Organize work meetings or customer visits
• Manage the supply of office supplies and all the elements for which it has been delegated
• Master the regulatory and legal requirements that the process must meet
• Prepare letters to send
• Prepare VAT and/or prepayment debit letters
• Prepare customer rebate letters
• Follow the update of the non-stocked direct purchases table
• Follow the expiry table for the agency
• Follow up with customers regarding unpaid income checks
• Take care of the organization of coffee breaks, receptions and/or agency events (management meeting, control, general assembly, management committee, board of directors, etc.)
• Ensure the constitution of files for VISA requests from management

JOB-RELATED CONSTRAINTS