Executive Assistant Chief People Officer & Chief DIA and Social Impact

Job Description

We are currently seeking an Executive Assistant to support the Chief People Officer and the Chief Diversity, Inclusion, Accessibility and Social Impact Officer.

In this position, you will handle the following topics:

Scheduling and calendar management of Chief People Officer and Chief DIA and Social Impact Officer:

1. Proactively manage the agendas – managing direct reports cadence, standing meetings and preparing for key forums;
2. Be the point of contact and facilitator to other departments & top management representatives to ensure optimized time management;
3. Organize all business travel, ensuring each business trip has the maximum return on investment;
4. Plan internal and external meetings, forums, Q&As, etc.

Organization of events and building team spirit:

1. Provide overall support in the animation of the global HR community and DIA community (monthly town halls, manage live and virtual Q&As, prepare key communications, community building activities, etc.);
2. Plan and organize all physical and digital team meetings, forums, workshops and off-sites (agenda setting and communication, logistics, taking meeting minutes and ensuring follow-up on action items);
3. Work with respective project management teams to maintain shared documents to support collaboration;
4. Suggest and organize celebration and rewards moments (team dinners, birthdays, anniversaries, etc.);
5. Suggest and deliver on initiatives to foster engagement, a sense of belonging and improve communications (ex: on & off boarding of team members, newsletter, etc.).

Coordination and administrative support on projects:

1. Manage purchase orders, invoices, and approvals;
2. Support in overall budget follow-up in collaboration with Financial Planning team;
3. Prepare PowerPoint presentations and other documents as needed;
4. Other general administrative & workplace duties as required.

Qualifications

Relevant experience:

1. You have strong experience in assistance or in a role that involves project and schedule management.
2. You have previously held a position that required a high level of professionalism and confidentiality.

Skills and knowledge:

1. Excellent verbal and written communication skills in English and French;
2. An interest in HR and DIA topics and a desire to understand more about the HR and DIA professions;
3. High energy, proactivity, autonomy and ability to thrive in a fast-paced and entrepreneurial environment;
4. Strong interpersonal skills, approachability, and sense of service;
5. Excellent organizational and time management skills, able to manage multiple complex activities concurrently and prioritize appropriately;
6. Ability to handle sensitive information and treat it with strict confidentiality;
7. Strong MS Office skills (highly proficient in Outlook, PowerPoint and Teams);
8. Knowledge or ability to upskill on collaborative tools (ex: Miro, Slido, etc.) and analysis of data.

Additional Information

Ubisoft's perks:

Profit Sharing, yearly company saving plan. 25 paid time off + 12 additional paid days off. 50% of your transportation pass is paid by the company, lunch vouchers (9€/day), healthcare for you and your family, and lots of Ubisoft additional perks.
Maternity leaves of 20 weeks, paternity/co-parental leaves of 7 weeks.
Our office is located in Saint Mandé, (Metro line 1, Saint Mandé station). Gym available in the building. Ability to work with a hybrid work arrangement according to the Ubisoft Work From Home policy.

Recruitment process:

[30 minutes]: phone call with a Recruiter,
[60 minutes]: visio interview with two Recruiters,
[60 minutes]: on-site interview with the VP Diversity, Inclusion, Accessibility and Social Impact,
[60 minutes]: visio interview with the Chief People Officer.

Ubisoft is an equal opportunity employer that believes diverse backgrounds and perspectives are key to creating worlds where both players and teams can thrive and express themselves. If you are excited about solving game-changing challenges, cutting edge technologies and pushing the boundaries of entertainment, we invite you to join our journey and help us create the unknown.