Operations & Executive Coordinator M / F / X

The company

The European Society for Vascular Surgery (ESVS) is a member-based not-for-profit organisation gathering +3500 vascular surgeons in Europe and beyond. Our mission is to improve vascular health for the public benefit. Activities include education and training, as well as science dissemination and creation. ESVS is managed through a 10 staff member office based in Bordeaux, France.

Position Summary

The Operations & Executive Coordinator provides comprehensive administrative and operational support to the ESVS team. Reporting directly to the Chief Operating Officer (COO), the position ensures smooth coordination across departments (Annual Meeting, Income Generation, Operations, and Academy) and efficient functioning of the ESVS France office.

This bilingual role (English and French) combines executive-level assistance, office management, HR and compliance support, and administrative coordination for internal and external stakeholders.

Key Responsibilities

1. Executive and Administrative Support

• Provide direct administrative assistance to the COO, including calendar management, travel planning, meeting coordination, and document preparation.
• Draft correspondence, presentations, and official documentation in both French and English.
• Prepare reports and materials for the Executive Committee, Council, and Annual General Meeting.
• Manage follow-ups on action points and ensure timely completion of administrative deliverables.

2. Office and Operations Management

• Oversee day-to-day ESVS France office operations, including supplies, maintenance, and communication with service providers.
• Coordinate internal meetings and support ESVS events and training logistics.
• Implement and maintain office policies and ensure compliance with internal procedures.
• Support GDPR compliance and document management across departments.

3. HR and Administrative Coordination

• Support HR administration for ESVS France staff, e.g. onboarding, absence tracking, and payroll coordination (in liaison with the accountant, COO, CEO), team gatherings, health insurance, etc.
• Maintain up-to-date employee records and assist with recruitment logistics.
• Assist with internal communication and team-wide administrative needs.

4. Legal and Governance Support

• Support the preparation and submission of Council & Chairs reports, election documentation, and declarations of interest (DOIs).
• Manage coordination with legal and administrative bodies related to ESVS France operations.
• Assist in the maintenance of compliance files (statutory documents, GDPR registers, supplier contracts).

5. Support to ESVS Activities

• Assist the Programme and Scientific teams with CME (Continuing Medical Education) applications for the Academy and Annual Meeting.
• Provide meeting logistics support for workshops, committees, and internal events.
• Coordinate with team members involved in the Guidelines and Annual Meeting projects.

Skills and Competencies

Bilingual proficiency: Fluent in French and English (spoken and written, professional level required).

Organisation & Multitasking: Proven ability to manage multiple priorities and deadlines across departments.

Attention to Detail: High accuracy in documentation, compliance tasks, and communication.

Interpersonal Skills: Strong communication and diplomacy when working with leadership, staff, and partners.

Tech Proficiency: Skilled in Microsoft Office 365 (Excel, Word, Teams, Outlook), SharePoint, and digital tools (Pleo, Xero, Silae, CRM systems).

Confidentiality: Able to handle sensitive information with discretion.

Qualifications and Experience

• Bachelor's degree or equivalent in administration, communication, or related field.
• Preferably some
  experience in office management or executive assistance.
• Experience supporting senior management and coordinating across departments.
• Familiarity with French administrative and HR procedures is an asset.

Reporting and Collaboration

• Reports to: Chief Operating Officer (COO)
• Works closely with the full team and external suppliers.

Key Performance Indicators (KPIs)

• Timely delivery of administrative and reporting tasks.
• Smooth coordination of internal processes (measured by feedback and error rate).
• Full bilingual proficiency in written materials and communication.
• On-time support for meetings, reports, and CME applications.
• High satisfaction rate among internal stakeholders.

Conditions

Working languages: French, English

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Full time position

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Permanent contract (CDI)

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Annual gross salary: 30k€-35k€

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Start date: January 2026

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Job location: Bordeaux, with some working from home permitted

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Staff incentives

ESVS is an inclusive employer that values and actively promotes diversity and inclusion within its team. We embrace individual differences and foster a respectful, supportive, and welcoming work environment. We believe that diverse perspectives strengthen our organisation, enhance collaboration and innovation, and ensure that every team member feels safe, respected, and valued in their role.