Executive Assistant to the Leadership Team H/F
CDIJob Overview
About the role
As Alice & Bob continues to grow, the pace of decision-making and the operational complexity across the Leadership Team are increasing significantly.
We are looking for a highly organized and proactive Executive Assistant to the Leadership Team who will play a key role in enabling our leaders to focus on strategic priorities by taking full ownership of scheduling, travel, events, and day-to-day coordination activities.
Reporting to the Chief of Staff, you will work closely with all members of the Leadership Team and become a trusted operational partner, ensuring that complex logistics are handled smoothly, reliably, and with great attention to detail.
About the role
As Alice & Bob continues to grow, the pace of decision-making and the operational complexity across the Leadership Team are increasing significantly.
We are looking for a highly organized and proactive Executive Assistant to the Leadership Team who will play a key role in enabling our leaders to focus on strategic priorities by taking full ownership of scheduling, travel, events, and day-to-day coordination activities.
Reporting to the Chief of Staff, you will work closely with all members of the Leadership Team and become a trusted operational partner, ensuring that complex logistics are handled smoothly, reliably, and with great attention to detail.
Responsibilities:
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Coordinate and optimize busy executive calendars
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Schedule and reschedule high-complexity meetings involving multiple stakeholders, recurring formats, and external constraints
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Anticipate and resolve scheduling conflicts proactively
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Organize domestic and international travel (flights, accommodation, ground transportation)
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Manage changes, cancellations, and last-minute adjustments with a solution-oriented mindset
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Plan and execute offsites for teams and departements, leadership seminars, and team events
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Coordinate external conferences and multi-day workshops
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Support office layout and seating projects in collaboration with IT and Office Management teams
- Handle expense follow-ups, room logistics, bookings, and other operational tasks with rigor and consistency
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Prepare and format documents, presentations, and decks as needed
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Take meeting notes and follow up on action items when required
Manage complex calendars and meeting coordination
Coordinate business travel end-to-end
Organize internal and external events
Provide high-reliability operational support
Requirements:
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2–3+ years of experience in an Executive Assistant, Office Management, or Project Coordination role
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Bachelor’s degree or equivalent experience
- Strong written and verbal communication skills in both French and English
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Excellent organizational and prioritization skills
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Strong attention to detail and reliability under changing priorities
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Ability to manage multiple stakeholders simultaneously
- High level of autonomy and ownership
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Comfortable with both high-visibility executive support and lower-visibility operational tasks
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Proficiency with calendar management, travel booking, and presentation/document tools
Recruitment process:
- Screening Call with Sylamite, Talent Acquisition Specialist (30 min)
- Hiring Manager Interview with Hector (45 min)
- Technical Interview/Presentation with the Team (90 min)
- Leadership Interview + Fit Interview (60 min)
- Reference check