Bilingual Executive Assistant (French and English)Michael Page

Our client is a Foundation.

Administrative Support:

• Organize administrative support for employees based in Geneva and abroad, reporting to the Global Operations and Programme teams.
• Provide executive assistant services to the Global Directors of Operations and Programmes.

General Clerical Duties:

• Answer and direct calls and inquiries for the department.
• Organize and schedule meetings and appointments.
• Maintain both digital and paper filing systems.
• Photocopy, scan, and prepare mailings and packages for the department.
• Format documents in Word, Excel, and PowerPoint.
• Order office supplies, stationery, and business cards for the department.
• Manage overall information, including email blasts and database updates.
• Liaise with other departments such as HR, IT, Reception, Finance, Maintenance, and Communications.
• Prepare consultancy letters and monitor report submissions and payments.

Event Management:

• Organize local and international workshops and conferences.
• Coordinate travel services, arrange review meetings with travel agents, and share travel information.

Finance:

• Process expense claims and monitor department expenditures.

Supervision of Administrative Assistant:

• Provide guidance and oversight to the Administrative Assistant.
• Assign tasks and projects, offering necessary support and feedback.
• Ensure accurate record and file maintenance.
• Conduct regular check-ins and performance evaluations.

Backup Support:

• Provide backup support for the Senior Executive Assistant and other colleagues as needed.

Profile

• High school diploma or equivalent
• 3-6 years of experience in administrative or coordination roles.
• Proficiency in English, ideally bilingual in French/English.
• Proficiency in Microsoft 365.
• Experience with travel management and event organization
• Willingness to travel as required.

Key Attributes

• Team-player and solution-oriented.
• Strong organizational skills, initiative, proactivity, and good judgment.
• Ability to organize workflow independently.
• Capable of working in a multicultural environment.
• High level of integrity and confidentiality.
• Ability to multitask and work accurately under time constraints and pressure.