وصف الوظيفة
Role Overview
Executive Assistant to CEO at Egis Group. Egis is a global organisation with over 23,500 employees worldwide, headquartered in Paris, offering global career opportunities and rewarding local careers.
Company Overview
Egis is an organisation with capacity to make meaningful industry and community change in place-making, sustainability, and creating connected cities. Unlike other engineering firms, Egis offers true end-to-end capability across the entire design-to-operation lifecycle, providing advisory, architecture, engineering, design, asset management, and operations services.
Role Purpose
Provide high-level administrative, operational, and strategic support to the Chief Executive Officer and Executive Leadership Team. Serve as a trusted partner to senior executives, ensuring efficient management of schedules, communications, governance activities, projects, and executive priorities. Act as a central coordination point between the executive team, internal departments, clients, and external stakeholders while maintaining the highest standards of professionalism, confidentiality, and discretion.
Key Responsibilities
Executive Support
- Manage complex calendars, appointments, and scheduling for the CEO and Executive Leadership Team.
- Coordinate internal and external meetings, including board meetings, leadership meetings, and client engagements.
- Screen and prioritize communications, correspondence, and requests on behalf of executives.
- Prepare presentations, reports, briefing documents, agendas, and meeting materials.
- Manage travel arrangements, accommodation bookings, visas, and detailed itineraries.
- Track action items and ensure follow-up on key business priorities.
Leadership Team Coordination
- Provide administrative support to senior executives including the CFO, HR Director, Operations Director, and other members of the Executive Leadership Team.
- Coordinate leadership meetings, annual planning sessions, and executive workshops.
- Prepare meeting minutes, document decisions, and monitor completion of agreed actions.
- Support cross-functional collaboration and communication across departments.
Project & Business Support
- Assist with the coordination of strategic initiatives and special projects.
- Maintain project trackers and executive dashboards.
- Support the preparation of business cases, reports, and management presentations.
- Monitor deadlines and key deliverables across executive-led initiatives.
- Conduct research and gather information to support executive decision-making.
Governance & Confidentiality
- Maintain confidential company records and executive documentation.
- Support governance processes including board reporting and executive committee meetings.
- Ensure compliance with company policies and document control procedures.
- Handle sensitive information with absolute discretion and professionalism.
Office & Administrative Management
- Manage executive expense claims and approvals.
- Maintain filing systems and document repositories.
- Support procurement and administration requirements for the executive office.
- Assist with corporate events, leadership meetings, and company functions.
Qualifications & Experience
- Bachelor's degree in Business Administration or related discipline preferred.
- Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting C-suite executives.
- Experience supporting multiple senior stakeholders simultaneously.
- Experience within professional services, engineering, construction, consulting, or corporate environments preferred.
- Experience supporting executive committees or board-level activities preferred.
- Project coordination or project administration experience preferred.
Skills & Competencies
- Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong organisational and time-management skills.