Executive Assistant F/M

Context and Challenges

You play a key coordination and facilitation role supporting a Vice President and, secondarily, another manager. Your mission is to ensure seamless operations, high-quality interactions, and strict confidentiality within a demanding, multicultural international environment involving numerous stakeholders.

Reporting Line

Vice President, serving as the primary scope of responsibility (approximately 80% of the role), with additional support provided to another manager or Vice President (approximately 20% of the role).

Location

This position is based in Grenoble, France.

Your Role

As a trusted operational partner to the Vice President and their leadership team, you anticipate needs, structure priorities, and facilitate daily decision-making. You coordinate calendars, meetings, and international travel arrangements, ensure the reliability of administrative processes, and contribute to the quality of communications across the organization.

You also play an active role in enhancing team effectiveness through the use of artificial intelligence tools, particularly Microsoft Copilot.

Key Responsibilities

Primary Scope (80%)

• Proactively manage the Vice President’s calendar and emails, prioritize requests, and highlight key priorities and areas requiring attention.
• Support the Vice President and their direct reports by:
  • Preparing and coordinating leadership and team meetings, including scheduling, invitations, documentation, and logistics.
  • Organizing international travel arrangements, including transportation, accommodation, visas when required, travel briefings, and itineraries.
  • Reviewing and approving expense reports while ensuring full compliance with company policies.
  • Coordinating team engagement activities, communications, and related invitations, including events, town halls, and ad hoc sessions.
  • Managing all purchase orders and related administrative processes.
• Independently manage administrative activities related to equipment donation programs, including shipments, receipts, and associated regulatory documentation, in coordination with internal and external stakeholders.

Additional Support (20%)

• Manage the calendar of another manager or Vice President and prioritize incoming requests.
• Process purchase orders, manage expense reports, and coordinate business travel arrangements.

Artificial Intelligence and Continuous Improvement

• Identify opportunities to leverage artificial intelligence to simplify processes, automate recurring tasks, and improve overall team effectiveness.
• Utilize Microsoft Copilot within everyday tools, including Outlook, Teams, and Excel, to enhance productivity and efficiency.
• Propose and test new ways of working tailored to the team’s needs.
• Support colleagues in the adoption and effective use of AI-enabled tools.

Your Profile

• Proven experience as an Executive Assistant or Senior Administrative Assistant, ideally supporting a Vice President or Executive Leadership Team member within an international environment.
• Strong proficiency in Outlook, Teams, Microsoft 365, and expense and travel management solutions such as Concur or equivalent platforms.
• Strong interest in artificial intelligence tools, with demonstrated success integrating them into day-to-day work practices.
• Excellent organizational, prioritization, and anticipation skills.
• Ability to engage effectively with senior stakeholders and represent the Vice President with professionalism, diplomacy, and discretion.
• Exceptional level of confidentiality and integrity.
• Fluency in both French and English, with a minimum C1 level in each language.

Key Competencies

• Accuracy, reliability, and strong attention to detail.
• Autonomy, proactivity, and sound judgment.
• Excellent written and interpersonal communication skills, particularly in multicultural environments.
• Strong relationship-building skills, customer-service mindset, and ability to establish trust with a wide range of stakeholders.
• Strong commitment to confidentiality and administrative compliance.
• Positive attitude and collaborative team spirit.

What's in it for you:

• Opportunity to contribute to meaningful environmental and social responsibility programs
• Exposure to cutting-edge sustainability trends and innovative solutions
• Collaborative work environment with sustainability-focused professionals
• Professional development opportunities in environmental management
• Chance to make a lasting impact on corporate environmental initiatives

Looking to make an IMPACT with y