Executive Assistant

**About HawkCell**

Hawkcell is a pioneering company dedicated to **advancing animal imaging through cutting-edge AI and medical imaging technologies**. Our mission is to transform patient care by enhancing diagnostic accuracy and efficiency. With a strong focus on research and development, we continuously push the boundaries of medical imaging.

Born from French scientific excellence and the CNRS (National Centre for Scientific Research), HawkCell boasts **a team of 70% scientists** and has developed patented technology that offers unprecedented MRI image quality for animals. Having secured **€5 million in Series A** funding in early 2024, we aim to expand internationally (NORAM & APAC) to become the leader in animal imaging. In 2022, our market was valued at over **$1 billion with double-digit annual growth.**

**Our Values**
- **
RESILIENCE**:We believe that resilience is the key to an organisation's success. We have developed a common dynamic to turn uncertainties and difficulties into an opportunity to grow, renew and evolve. Agility and flexibility are essential qualities that we deploy to achieve our goals.
- ** AMBITION**: We believe in reaching for the moon to reach for the stars, having eyes that twinkle as we approach the goal and showing enthusiasm to inspire and motivate each of our people. We believe that success is a combination of talents. The common goal comes first.
- ** INNOVATION**: For us, innovation means allowing everyone to unleash their creativity at all stages of the organisation. It also means being of a continuous improvement process and not hesitating to question what exists in order to create differentiating value. Dare to create.
- ** TRUST**: For us nothing is built without trust and responsibility. Believing in oneself and believing in others is the virtuous path that leads to a team's success. It is the founding value and the soil that fertilises our innovation, our ambition and our resilience. It allows us to make mistakes, without fear of judgement, and to keep moving towards Excellence, T-O-G-E-T-H-E-R

**About the role**

The Executive Assistant will play a critical role in supporting the executive team by handling a range of administrative, office management, finance, and HR operations tasks. This position requires a proactive, organized, and adaptable individual who can seamlessly switch between tasks, from managing office logistics and supporting HR operations to ensuring financial processes run smoothly. The Executive Assistant will be the central point of contact for day-to-day operations and an essential support system for the leadership team.

**What you'll do**:

- ** Executive Support**
- Manage the executive team’s calendars, including scheduling meetings, appointments, and travel arrangements.
- Prepare, organize, and distribute materials for meetings, including agendas, presentations, and reports.
- ** HR Operations**
- Coordinate onboarding processes for new employees, including preparing paperwork and setting up workspaces.
- Assist with payroll preparation, benefits administration, and other HR-related tasks.
- Maintain employee records and support the team in ensuring HR compliance with the Rippling system
- ** Office Management**
- Oversee daily office operations, ensuring that the workspace is organized, well-stocked, and running smoothly.
- Coordinate with vendors, suppliers, and maintenance teams to maintain a professional and functional office environment.
- Plan and organize company events, meetings, and celebrations, including logistics, catering, and other event requirements.
- ** Finance Operations**
- Assist in tracking expenses, preparing reports, and managing purchase orders.
- Reconcile expense reports, invoices, and receipts for the finance department.
- Work closely with accounting on budgeting and financial planning as needed.
- ** Administrative Support**
- Handle document preparation, data entry, and record-keeping for the team.
- Manage incoming and outgoing mail, shipping, and package deliveries.
- Provide support to other team members as needed on various administrative tasks.

**What we are looking for**
- ** Education**: Bachelor’s degree in Business Administration, Human Resources, or a related field (preferred but not required).
- ** Experience**: 3+ years of experience as an Executive Assistant, Office Manager, or in a similar administrative role.
- ** Skills**:
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Basic knowledge of finance and HR operations is preferred.
- Familiarity with tools such as expense management software, HRIS, or accounting software is a plus.
- ** Attributes**:
- High level of discretion and professionalism in handling confidential information.
- Detail-oriented with a proactive approach to problem-solving.
- Ability to work independently and co