EXECUTIVE ASSISTANT & OFFICE COORDINATOR (W/M)

Job description

As an Executive Assistant & Office Coordinator (M/W), your challenge is responsible for assistance of the Heads of KMD Brands in Europe in the fulfilment of their support role to the European business. Provide key administrative support to all Heads of KMD Brands in Europe in the administration department, specifically the KMD Brands President, the Legal&HR Manager and the VP Finance.

Main Purposes and Major Challenges of the Role:

1. Assist the KMD Brands President in Time Management & general administrative support
   • Manage the calendar of the Europe KMD Brands President on a week by week basis
   • Assist with the travel planning of the Europe KMD Brands President, including flights,
     accommodation, travel expenses, credit cards and agenda's
   • Assist with the management of mail and the drafting of presentations
   • Provide general executive assistance to the Heads of KMD Brands in Europe and other managers in
     administration where required
2. Meetings Co-ordination and Organisation
   • Play lead role in organizing the logistics of meetings, including of times, agenda's, accommodation and
     travel arrangements.
   • Work with the receptionist in collaboration with the Marketing department in the coordination of the
     sales meetings
   • Responsible for the collation of meeting materials from relevant executives or managers responsible
     for meeting material preparations, as well as agenda's
3. Human Resources Assistance
   • Play key administrative role in Company ESG/HSW initiatives, specifically record and archive bulletins,
     coordinate the following of actions, take and issue minutes. Enact OH&S action plans as delegated
   • Assist the HR Manager on onboarding of new staff. Maintain work experience schedules and induction
     coordination within the Company
   • Liaise with the different services to ensure new staff has the relevant working material available upon
     the first day
   • Assist the HR department for administrative tasks: coordinate trainings, collect&sort emails, schedule
     the multiple regular chats, maintain the corresponding Excels up-to-date, support in translations of the
     various communications, follow and coordinate the seniority trophies campaigns...
4. Office Administration
   • Assist the VP Finance in the car fleet management, cell phones fleet management, sustainability
     reporting and other administrative support with third parties
   • Coordinate with our insurers for annual information and insurance claims
   • Maintain comms/meetings room and areas cleanliness at all times; ensure supervision of the cleaning
     external services company
   • Work closely with the Service Agent to ensure maintenance of material and premises are made in due
     time

Profile required

• Qualification, qualities & experience requirements:
  • Confidential and professional approach
  • Advanced Microsoft word and Powerpoint skills
  • Strong communication and administrative skills
  • Confident decision making
• Specificities:
  • Permanent contract - part time 24h/week
  • Position located in Soorts-Hossegor