About the Role / Mission

We are seeking a highly organized and proactive Administrative Assistant to provide support to the Executive Team, with a particular focus on assisting the CEO and other members of the company. The mission of this role is to ensure the efficient day‑to‑day coordination of executive agendas, meetings, travels, and administrative processes, contributing to a smooth operational flow within a dynamic, multinational environment.

Key Responsibilities

Executive Support

• Partial management and coordination of the CEO’s agenda, as well as meeting support for the other employees.
• Preparation and planifications of meetings , documentation, and follow‑up actions.
• Direct administrative support to various company members.

Travel & Expense Management

• Organization of international and domestic travel arrangements, itineraries, and logistics (primarily for long business trips and project campaigns).
• Management and processing of expense reports for executives and project leaders.
• Support in coordinating visits, offsites, and project-related travel.

Office & Meeting Coordination

• Scheduling and organizing meetings, booking and preparing meeting rooms, and ensuring all logistical needs are met (catering requests, materials, technical set‑up, etc.).
• Liaison with internal teams to secure services needed for smooth meeting operations.

General Administrative Tasks

• Support in tasks related to engineering and project‑oriented teams when necessary.
• Follow‑up of subcontractors and support in maintaining backups and documentation for internal processes.
• Assistance in daily operational tasks as assigned by the Executive Team.

Requirements

Experience & Competencies

• Proven experience as Executive Assistant, Administrative Assistant, or Secretary to Senior Leadership.
• Strong organizational and multitasking abilities, with attention to detail and the ability to work under pressure in a fast‑paced multinational environment.

Languages

• English: B1+ to B2 level, capable of understanding and communicating in professional contexts.

Technical Skills

• Solid command of MS Office tools (Outlook, Excel, Word, Teams).
• Experience managing agendas, meetings, travel coordination, and expense systems.

Soft Skills

• Discretion and strict confidentiality.
• Excellent interpersonal communication and a proactive, service‑oriented mindset.
• Reliability, adaptability, and high sense of responsibility.