- Company Name
- Aspen RH
- Job Title
- Executive Assistant & Office Manager - International
- Job Description
-
Job title: Executive Assistant & Office Manager – International
Role Summary: Serve as the principal support to the President International, orchestrating a dynamic, multi‑timezone schedule while overseeing daily office operations and administering key HR processes. Manage travel, expense reporting, communications, and cross‑functional collaboration, all within a high‑growth, international cosmetics organization.
Expactations: Leverage 5‑6 years of experience blending executive assistance, office management, and HR administration to streamline executive priorities, enhance workplace culture, and drive operational efficiency in a fast‑paced, global setting.
Key Responsibilities:
• Manage President international’s diary, scheduling meetings across time zones, resolving conflicts, and preparing agendas.
• Coordinate travel logistics, including itineraries, bookings, visas, and travel insurance, partnering with the Travel Manager.
• Process expense reports and maintain financial records with precision and discretion.
• Serve as first touchpoint for cross‑functional stakeholders, ensuring timely communication and priority alignment.
• Oversee Paris office operations: mail handling, event coordination, procurement of supplies, IT equipment and printer management, and facility maintenance.
• Plan and execute logistics for international off‑sites, leadership meetings, and company‑wide events.
• Manage staff onboarding logistics, including equipment, seating, welcome packs, and employee documentation.
• Administer mandatory safety trainings and maintain compliance records.
• Support People Experience Team with onboarding, off‑boarding, employment certificates, medical check‑ups, and benefits administration (health, life, disability coverage).
Required Skills:
• Exceptional organizational and multitasking abilities, with meticulous attention to detail.
• Strong interpersonal and communication skills, service‑oriented mindset, and confidentiality.
• Proven discretion handling sensitive executive information.
• Proactive, autonomous project ownership, and ability to thrive in dynamic environments.
• Cross‑functional collaboration and stakeholder management experience.
• Advanced proficiency in MS Office, calendar tools, and expense/finance platforms.
• Knowledge of international travel coordination and visa procedures.
Required Education & Certifications:
• Bachelor’s degree or equivalent professional experience in business administration, office management, or human resources.
• Relevant certifications in executive support, office administration, or HR (e.g., Certified Administrative Professional, SHRM‑CP) are a plus.