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Overview

1. Main Purpose of the Role
The Back Office / Administrative Assistant provides administrative, organizational, and operational support to the company, ensuring the smooth and efficient running of day-to-day activities.

The role plays a key part in database management, administrative follow-up, executive support coordination, and client relations.

The successful candidate will also be responsible for ensuring the effective organization of calendars, events, and administrative documents, while adhering to internal procedures, confidentiality requirements, and the company’s quality standards.

2. Key Responsibilities
Administrative and Organizational Support
Manage and organize the professional and personal calendars of the Management team, including appointments, meetings, and travel arrangements.
Plan and coordinate professional meetings and events.
Oversee the end-to-end logistical organization of events.
Prepare administrative documents, reports, presentations, and tracking reports as required by the business.
Provide day-to-day administrative support to teams and Management.
Database Management and Administrative Follow-Up
Maintain, update, clean, and monitor databases within the commercial CRM system.
Review, organize, and process administrative information and client or candidate files.
Ensure data accuracy and compliance with internal procedures.
Maintain administrative documents and files in an organized and secure manner.
Client Relations and Communication
Manage client follow-up and communication to ensure a professional and seamless client experience.
Respond to administrative requests and ensure effective follow-up of client interactions.
Act as a reliable point of contact, while maintaining strict confidentiality regarding the information handled.
Contribute to the continuous improvement of service quality and client satisfaction.
Executive Support and Special Projects
Assist Management with various executive support responsibilities and ad hoc projects.
Contribute to personal branding initiatives and selected social media activities.
Support the coordination of internal projects and the monitoring of priority actions.
Proactively suggest improvements to administrative and organizational processes.

3. Candidate Profile
Education and Experience
Degree or training in Administration, Business Management, Executive Assistance, or a related field.
Previous experience in back-office operations, administrative assistance, or executive support is preferred.
Knowledge of the recruitment, hospitality and food & beverage, or luxury sectors would be an advantage.
Technical Skills
Excellent written and verbal communication skills in French.
Good understanding of English.
Proficiency in standard office tools, including Microsoft Office, Excel, and PowerPoint.
Good knowledge of administrative management tools and databases.
Knowledge of social media platforms and digital tools is an advantage.
Personal Qualities
Strong organizational skills, attention to detail, and discretion.
Excellent attention to detail and commitment to following procedures.
Ability to manage multiple tasks simultaneously and meet deadlines.
Autonomy, proactivity, and strong prioritization skills.
Excellent interpersonal skills and a strong team-oriented mindset.
Strong analytical and synthesis skills, with the ability to take initiative.
Strong client-service orientation and commitment to delivering a high-quality service.