The Executive Assistant is responsible for a broad range of administrative support duties reporting to the Regional Managing Director of the France, Belgium, Luxembourg Cluster and the France Country Manager.

KEY RESPONSIBILITIES ​

• Plan and maintain leaders calendar and recurring tasks, arrange appointments, organise and set agendas and action points for all their meetings
• Manage travel itineraries, book transport and accommodation as and when required with company systems
• Act as follow up Manager across the Leadership Team to ensure that a wide range of agreed actions are being executed
• Type up notes, emails, presentations and reports, circulate and file information effectively
• Coordinate executive visits, including taking calls, responding to emails and interfacing with clients (at times)
• Manage emails, information, and other communications, answer where possible, highlight and prioritise those that need attention
• Prepare internal and external corporate documents for team members and industry partners
• Maintain an organized filing system of paper and electronic documents
• Develop and sustain a level of professionalism among staff and clientele
• Collaborate effectively with all staff, clients, and suppliers
• Build a trusted relationship with the wider leadership team of FBL and central functions in London
• Pro-active preparation of documents ahead of key meetings for 2 Directors
• Pro-active calendar management to ensure 2 Directors are aware of key meetings ahead of time and ensure they are aware of any required preparation work
• Provide support or lead activities in the management of the office i.e. internal events, executive visits, etc.
• Uphold a strict level of confidentiality.
• Have standards of excellence with great rigor, precision, and anticipation as well as an intelligence of people and situations.
• Be available and have a sense of service.
• Be the ambassador of the General Management and the company.

This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.

Previous EA experience at CEO and Director level for a matrix organisation

Exceptional organisational skills of self and others and ability to work without supervision

Capable of maintaining utmost confidentiality, demonstrate diplomacy and tactfulness

Polished communication skills both verbal and non verbal to influence and persuade

Ability to focus on business priorities and all functions to ensure client and other stakeholder satisfaction

Ability to remain calm under pressure and manage conflicting priorities

Strong Microsoft Suite skills. AI proficiency is a plus

Ability to take and record accurate notes and minutes in complex meetings

Ability to prepare presentations

Accountable and committed to the task in hand

Constantly consider where we can do better and be enterprising

Integrity, honesty and openness

Always capable of acting in the best interest of the client

Approachable to clients, internal stakeholders, and colleagues

Excellent communication and interpersonal skills at all levels

Open to new ways of doing things

Ability to manage time and workload efficiently

Willing to do whatever it takes to get the job done

Fluent in French and English

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.