Executive Assistant, Office Administrator at Axios International
Title: Executive Assistant, Office Administrator
Location: Paris, France
Position Purpose
Use his/her expertise to the benefit of the team in:
Providing support and assistance to the CEO and CTO as their Personal Assistant
Paris office management
Providing administrative, logistic and financial assistance to the Paris Staff and Axios Consultants
Taking initiatives as appropriate
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small consultancy office of diverse people and projects.
Duties and Responsibilities
PA role:
Provide logistic support to CEO and CTO, including complex travel arrangements, visas, greeting visitors, distributing mail & fax etc.
Responsible for heavy calendar for both CEO and CTO (internal and external meetings, calls and conferences, travel agendas)
Provide assistance to CEO and CTO in travel expense administration in coordination with the accountancy team
Provide administrative support to CEO and CTO, including time entry, document formatting, typing, filing, and other support on projects when requested
Provide client billing and budgeting support with a basic knowledge of the client projects. Prepare and review expense reports
Provide assistance in client relationship management
Prepare presentation material and other correspondence in a professional manner with string formatting skills
Office administration role:
General Office duties and assistance (answer all incoming office calls, stationary ordering, contract follow-up, contacting suppliers for office requirements/repairs, fax/mail distribution, post office duties, ordering of food/supplies for meetings and office, maintenance of overall office environment)
Relations and contracts with vendors and contractors for the office (utilities, IT ,cleaning, telephone services, etc)
Axios, which comprises Axios International and the Axios Foundation, provides strategic consulting and implementation services that increase access to medicines, diagnostics and healthcare. Axios provides its clients – which include pharmaceutical and biotechnology leaders, health care providers and other governmental and non-governmental organizations – with the skills and expert knowledge to increase access to care for HIV, cancer and other chronic diseases, as well as specialized expertise in healthcare delivery in low – and middle – income countries.
Over 8 million people have received tests or treatments through Axios-managed programs
Axios’ highly committed and qualified employees from more than 20 nations are experts in chronic diseases including HIV/AIDS, cancer, diabetes and cardiovascular disease. Axios has offices in 11 countries.
Axios’ global network of 450 healthcare institutions in 117 countries provides us with large-scale intervention capabilities, comprehensive local data and the knowledge and capacity to mobilize stakeholders and ensure local ownership and positive relationships with our clients and partners.
Axios International
Axios International (AI) is a global consulting firm that works with its clients to develop and implement creative strategies to improve the availability and affordability of medicines, diagnostics and medical devices in emerging markets. Axios International specializes in developing innovative health systems models, including cost-share models for products for cancer and other chronic diseases, which reduce infrastructure barriers in low- and middle- income countries, increase the number of patients that benefit from diagnosis and treatment and increase client revenues.
Axios Foundation
Axios Foundation (AF) is a US-based public charity that implements innovative programs to increases health care access and manages global drug donation programs, particularly in cancer and HIV/AIDS, in low- and middle-income countries. Axios Foundation has specialized experience in health systems, drug logistics and supply chain management, as well as integration of disease management programs into health systems.
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Paris petty cash expenses & monthly petty cash book-keeping, working with finance department
General administrative activities supporting Global Business Services cross functional teams
Responsible for the Paris office coding of invoices/expenses within project accounting system
Support to staff role:
Support all Paris Staff and Axios Consultants travelling to Paris, in clerical, logistical and reception related duties (travel and accommodation logistics, laptop management, visa documentation etc)
Implement timesheet and expense sheet processes for consultants and contractors in relevant data systems, reconciliation and voucher control, paper sorting and filing
Assist Axios Consultants in optimising client billing and budgeting processes with a basic understanding of client projects
Ad hoc administrative support when required
Relationships
Direct line reporting to Finance Director
Direct functional reporting to CEO and CTO
Close working relationship with CEO and CTO as PA
Close working relationship with Global Business Services departments and with the Consultants
Communication with external parties (suppliers, clients etc).
Working relationship with both Axios Foundation and Axios International
Educational Background and Experience
Minimum Bac+2 with 3-5 year minimum experience in a similar function
Working experience in a consultancy environment
Maturity, autonomy and rigor in work.
Capacity to coordinate multiple and varied tasks and deliver timely and quality work
Self motivate with excellent initiative.
Thrive in a highly dynamic, fast-paced, multiculrtural and international working environment
Can handle work under pressure.
A good sense of service and practical sense.
Flexible and mature approach with ability to work unsupervised
Bright and confident personality
Core Competencies
Teamwork
Personal organisation
Concern for order and quality
Application of job knowledge
Knowledge and information Management
Special Skills and Knowledge
Bilingual English/French
Excellent organisational and multitasking skills
Flexible, autonomous and initiative.
Excellent computer skills (Pack Office)
Job Circumstances
The CEO and CTO will travel extensively so you must also be happy to provide extensive remote support
Confidentiality of Sensitive Information
Given the position and role in the company, the incumbent is required to treat as confidential all information coming in to their possession during the course of the employment with the Company.
We hope to hear from you at: [email protected]
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