Executive Assistant (French Speaking)

AlixPartners, LLP; London; Hybrid; GBP 30,000 - 60,000

Job description

At AlixPartners, we solve the most complex and critical challenges by moving quickly from analysis to action when it really matters; creating value that has a lasting impact on companies, their people, and the communities they serve. By understanding, respecting, and honouring the needs of our employees, clients, and communities, AlixPartners actively promotes an inclusive environment. We strongly believe in the value that diversity brings to our experiences and are committed to the perpetual enhancements of initiatives, policies, and practices. We hold ourselves accountable by providing the space for authenticity, growth, and equity for everyone. AlixPartners has embraced a hybrid work model to provide flexibility and support our employees’ work-life integration. Our hybrid model combines a mix of in-person (at client site or AlixPartners office) and remote working. Travel is part of this position, but the frequency may vary based on client, team, and individual circumstances.

What you’ll do

The main focus of this role is to provide a high level of support across a wide range of administrative duties to Partner & Managing Directors (PMDs) within the London office. Where relevant, this may also include supporting a small number of more junior Consultants. The role requires strong organisational skills and high attention to detail as well as excellent command of the English and French languages, both verbal and written, and good mathematical problem solving abilities. Role holders will need to have a level of confidence in managing relationships and liaising with clients, which will include senior level individuals both internally and externally. The individual must demonstrate exceptional interpersonal skills and be approachable and enthusiastic yet professional at all times. A proactive attitude is a vital requirement for this role.

The successful candidate will have a hands-on attitude and be comfortable working as part of a team but equally under their own initiative. A flexible approach is essential as well as the ability to anticipate the needs of their own client group and manage a range of competing priorities to tight deadlines, coupled with confidence in delivering high standards of service at all times.

• Providing high standards of administrative support to AlixPartners PMDs, ensuring that all necessary arrangements and relevant documentation are delivered in a timely fashion to a high degree of accuracy.
• Diary administration as required, including organising internal and external meetings and managing any logistics that may be required.
• Handling all aspects of expense processing for PMDs. This may include liaising with PMDs for receipts or contacting the supplier directly if necessary for missing receipts, thus ensuring seamless support is provided to the PMDs.
• Responsibility for all aspects of arranging travel and accommodation, including coordinating visas, booking flights, hotel accommodation, car transfers and taxis, producing travel packs and itineraries as required.
• Occasionally producing, designing, formatting and collating documents in Word, Excel and first drafts in PowerPoint and/or liaising with the Design team to ensure documents are formatted correctly in line with brand.
• From time to time, coordinating practice development activities such as external marketing events and marketing initiatives, including working with the Marketing team or an Administrative Senior Professional to organise small events and attending in person if required. This may also involve sourcing venues and all logistics for the event, working with the Marketing Team to send invitations, compile mailshots and marketing packs.
• Organising internal events such as team building activities, lunches and staff away days, as required.
• Managing the Radius database - this includes taking direct responsibility for entering and updating Director activities and ensuring contacts within the database are maintained accurately.
• Ensuring the time entry for PMDs is entered correctly and timely.
• Producing correspondence, such as emails and letters, and liaising with clients over the phone, email and in person (as required) in a professional and efficient manner.
• Liaising with other support teams as required, e.g. IT, Legal, OM & Facilities and HR, in order to meet the needs of the business.
• Providing cover for holiday/sickness and helping other Assistants where necessary.
• Completing ad hoc projects/tasks on request such as printing, binding, scanning, etc.

This description is not designed to encompass a comprehensive listing of required activities, duties or responsibilities.

What you’ll need

• Prior experience supporting MDs/Senior Partners/C-suite level execs and teams in a similar professional environment is required.
• Strong Microsoft skills essential (good working knowledge of Word and Excel).
• Educated to GCSE level or equivalent, with a grade ‘B’ or above in English Language and Maths.
• High level of accuracy and attention to detail.
• Excellent organisational skills - ability to manage time, prioritise conflicting demands, multi-task and work to tight and structured deadlines.
• Ability to learn new systems and processes quickly and the desire to pick up new skills.
• Proactive, self-motivated and able to work on own initiative as well as with a team.
• Outstanding communication skills (verbal and written).
• Discreet and able to handle sensitive information in confidence.
• A ‘can-do’ attitude is essential.
• Excellent interpersonal skills - confident, approachable with a good sense of humour.
• Excellent written and verbal communication skills in English and French.
• Willingness to work outside of normal business hours, and in particular as unique projects/needs arise.
• Ability to work full time– attending the office a minimum of 3 days and working remotely up to two days per week (though full time in the office is available if required).
• Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization.

In addition to a positive workplace, the firm offers a comprehensive compensation package including an excellent benefit programme. AlixPartners is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, colour, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.