Job Specifications
Administrative & Office Manager - International
Aspen RH, a recruitment consulting firm specializing in executive and managerial recruitment, is recruiting for one of its clients, a major player in the cosmetics market and an internationally recognized premium brand, an Administrative & Office Manager – International
As Executive Assistant & Office Manager - International, you will play a key role in supporting the President International in the day-to-day management of business priorities, ensuring smooth coordination of agendas, meetings and key projects. You will also oversee the daily operations of our Paris office, ensuring a positive and well-run work environment, while supporting the People Experience team on administrative HR processes such as onboarding, documentation... This is a unique opportunity to gain high-level exposure to leadership while developing versatile skills across administration, office operations and People Experience.
This position is a permanent contract based in Paris.
RESPONSIBILITIES:
Executive Assistante responsabilites
Manage the complex and evolving diary of the President International, including scheduling meetings across multiple time zones, anticipating conflicts, and handling daily bookings and logistics.
Collaborate with internal and external stakeholders to ensure the President is always kept informed of urgent and time-sensitive matters.
Handle daily administrative tasks for the President and team, including meeting preparation, note-taking when required, and document management.
Coordinate and optimize travel arrangements, including end-to-end itineraries, travel bookings, and visa processes, in partnership with the Travel Manager.
Manage expense reports and financial administration with accuracy, timeliness, and discretion.
Proactively flag priorities, upcoming deadlines, and support seamless communication flows within the President’s network of key stakeholders.
Act as the first point of contact for cross-functional partners, ensuring efficient diary prioritization.
Office Management
Oversee the day-to-day running of the Paris office, ensuring a smooth, organized, and welcoming environment.
Handle all incoming and outgoing office mail and deliveries, ensuring efficient distribution and follow-up.
Organize team events, internal celebrations, and actively contribute to fostering a positive office culture, acting as a true ambassador of workplace well-being and team spirit with a Chief Happiness Officer mindset
Lead all logistical aspects related to international offsites, leadership meetings, top-to-top reviews, and other key company events
Manage IT logistics, including monitoring and anticipating stock levels (laptops, accessories…), overseeing printer management, and coordinating with IT partners to ensure smooth equipment availability and maintenance.
Coordinate onboarding logistics for new joiners in the office (equipment, seating, welcome pack…).
Be the key contact for office suppliers and service providers (office supplies, IT equipment coordination, building services).
Own and drive the management of mandatory safety trainings, making sure all employees are compliant and records are up to date.
HR / People Administrative Support
Assist the Director People Experience team with administrative HR processes (onboarding, offboarding, employment certificates…)
Support the coordination and follow-up of mandatory medical check-ups
Oversee employee benefits administration (health insurance and life/disability coverage), including affiliations and follow-up.
*The HR support responsibilities offer room for growth and can progressively expand based on the candidate’s appetite to take on more advanced People-related topics
This job description is not exhaustive and may evolve in line with business needs.
PROFILE AND MUST HAVE:
Minimum 5-6 years of experience in a versatile role combining office management, executive assistance, and HR/People administrative support, ideally within an international and fast-paced environment (start-up, scale-up, or high-growth company).
International and English-speaking environment
Strong organizational skills and attention to detail
Excellent interpersonal skills with a service-oriented mindset
Team player with a positive attitude and a natural ability to foster a great work atmosphere
Proactive and autonomous, able to take ownership of projects
Flexible and adaptable, comfortable in a dynamic and evolving environment
High level of confidentiality and discretion on sensitive topics.