The Executive Assistant will provide support to the CFO to help him on a daily basis by dealing all administrative and organizational tasks. She will carry out assignments as requested by the CFO. The EA has a key strategic role for the objectives achievement of the Finance Department in MEIAT Region.
Key Responsibilities
Organization and Scheduling
- Manage the calendar and schedule appointments (organize meetings, logistics) in liaison with all Maisons and HQ in Geneva.
- Organize and coordinate business trips for the CFO.
- Organize and coordinate MEIAT visits for Richemont HQ or Maisons HQ visitors and ensure professional welcoming of guests (agendas, meetings, transportations in liaison with the HQ EA, etc.)
- Schedule the 2 x annual MEIA Board meetings, 1 x annual MEIA BU meeting and all Regional meetings such as 2 x annual Townhall and Market Business Review, monthly direct report meetings, 2x annual Finance Townhalls and Top 30 quarterly meetings and all annual conferences.
Administrative support
- Prepare reports and verbal or written correspondence on behalf of CFO
- Write the minutes of meetings she is attending
- Draft/write PowerPoint presentation in liaison with other departments (for ex the Board and BU meetings)
- Prepare documents, templates as needed by the CFO
- Acts as custodian of corporate documents and records
- Compose and prepare confidential correspondence, reports, and other documents
- Create and maintain filing systems
- Perform confidential duties and related special projects using a high level of discretion and personal judgment
- Maintain and coordinate a high volume of sensitive and confidential material
- Prepare and send couriers and other necessary mails, etc.
- Manage the Management Department T&E budget, UAE Finance department budget, and follow up
- Submit the CFO expenses reports on time
- Validate the compliance of CFO's direct reports expenses in Concur
Office / employee coordination
- Be a facilitator of communication between the CFO and direct reports team members but also all Maisons teams (locally and in HQ or other markets)
- Prepare internal communication memos within Finance department
- Update the Finance organizational chart proactively
- Prepare announcements for the department on behalf of CFO
- Organize team meetings and team building activities in coordination with the HR department
Internal Communication
- Act as key contact between the CFO and the directors/director's assistants and other departments at regional and international level
- Facilitate collaboration within regional Finance market teams
- Facilitator with HQ and regional leadership team
- Ensure distribution flow of information
- Will be part of Finance talent program organization, planning, scheduling and logistics (Finance accelerator).
Project management
- Manage special and regional projects at the direction of CFO (regional events, corporate projects)
JOB PROFILE
Education
Required Experience
- 8 to 10 years as Executive Assistant
- Technical skills / abilities
- Fluent in English
- Good knowledge of Microsoft Office
Personal Skills
- Professional attitude, integrity, and high level of discretion are essential, as well as the ability to communicate appropriately at all levels
- Highly flexible and organized person, able to handle last-minute changes or requests, multiple tasking
- Task focused, able to meet tight deadlines and set priorities according to business needs
- Great ability to anticipate needs
- Strong communication and team spirit
- Use to deal with last minute challenges and ambiguities
