Executive Assistant

**Company Description**
Every minute of every day, Smiths Detection's threat detection and security monitoring technology helps protect people and infrastructure, making the world a safer place.

Smiths Detection, a division of Smiths Group, is a global leader in the development, manufacture and management of security and detection solutions designed to make the world a safer place. Our technology provides threat detection and control solutions for customers in our core markets: aviation, ports and borders, defense and urban security.

Our expertise spans 21 offices worldwide, seven production sites and five R&D centers, with a global network of 3,000 dedicated colleagues, contributing to over 40 years of advances in the security field.

This offers varied careers and the opportunity to work on a range of state-of-the-art solutions, where you can develop your knowledge and experience on a daily basis.

The role of the executive assistant consists of assisting one or more Directors in the accomplishment of their daily tasks. He/She relieves them of administrative tasks and acts as an interface with various contacts of the Director.

He/She is responsible for organizing, coordinating, and processing a set of information necessary for the company's activities.

**Missions and Responsibilities**:

- Manage the calendar, travel, and expense reports
- Organize videoconferences and conference calls
- Organize meetings, seminars... both within and outside the Group, ensuring all associated logistics
- Greet visitors and delegations
- Serve as the interface with various Departments and Management (meeting scheduling, communication of information)
- Draft internal letters and memos
- Organize arrival schedules for employees depending on the assisted Directors
- Manage signatures, notarization of documents
- Prepare purchase requests, track orders until payment
- Design dashboards
- Follow up on actions and decisions
- Ensure the quality of documents and manage internal procedures
- Manage specific files within the scope of responsibilities
- Coordinate and delegate administrative activities
- Make proposals to improve the department's functioning
- Ensure communication between the Directors and external contacts and the Group
- Verify signatures following the DOA and proceed with the registration and distribution of the signed document
- Propose generic process improvements
- Provide occasional support to other departments (client events, etc.) or any other work related to the role.

**Qualifications**
**Education**:

- Education level from Bac +2 to Bac +4

**Knowledge**:

- Company operations
- Experience in an international environment
- Techniques related to the role
- Experience working in a matrix organization

**Skills**:

- Office tools, mainly WORD, EXCEL, and OUTLOOK
- Fluent English is essential, and knowledge of another language is desirable
- Key SAP modules
- Designing management tools
- Budget monitoring, ability to track service expenses of the assisted departments
- Preparing specific files
- Research, analysis, and information processing
- Communication (ensuring internal and external relationships)
- Document filing principles
- Proficiency in written and spoken expression

**Required Qualities**:

- Ability to work independently
- Prioritize tasks
- Report activity to management
- Maintain confidentiality of information
- Adapt to new tasks and tools
- Be proactive, reactive
- Good communication
- Diplomacy
- Strong organizational skills
- Time management

**Planning and Decision-Making**:

- Plan key meetings and invite key participants
- Lead projects and coordinate internal and external stakeholders
- Take initiatives and decisions independently to improve processing time for simple or moderately complex topics

**Additional Information**

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.