Executive Assistant (F/M)

Job description

Be part of the ALEBS Evolution: Accelerate Innovation, Empower People Since 2019, ALEBS (Air Liquide Europe Business Services) has evolved from a startup project into a global powerhouse. Over the past years, we have become the beating heart of Air Liquide’s operational success, driving efficiency and excellence across the globe. Why Join Us ? We don’t just offer a job; we offer a seat at the forefront of the future. Our mission is clear: ● Operational Excellence: We are pioneering the next era of business services by re-engineering and automating processes with RPA and Generative AI. ● Our DNA of Care: We believe that high performance thrives in a culture of wellbeing. We prioritize your physical and mental health. ● Future-Leader Engine: With our "Grow with GBS" initiative, we don’t just hire talent—we groom the future leaders of the Air Liquide Group. Who We Are: We are a vibrant community of 439+ experts representing 33 nationalities. From Europe to Africa, the Middle East, and India, our diversity is our greatest asset. When you join ALEBS, you aren't just joining a service center; you are joining a global movement where innovation meets humanity. Ready to accelerate your career in an environment where your impact is felt worldwide? Join ALEBS and grow with us. How will you CONTRIBUTE and GROW? We are seeking a pragmatic Executive Assistant with at least 5 years of experience supporting senior leadership. In this role, you will serve as a trusted partner and force multiplier, handling complex calendars, end-to-end travel logistics, visitor hospitality and event planning. The ideal candidate possesses a rare blend of extreme attention to detail and a highly practical, solutions-oriented mindset. You are someone who naturally stays two steps ahead, thrives on solving fast-moving ad-hoc challenges, and can maintain absolute discretion while managing a high-volume workload. If you are a resourceful professional who takes pride in flawless execution and flawless logistics, we want you on our team. Complex Calendar & Meeting Management Strategic Scheduling: Proactively manage a high-volume calendar, balancing internal team touchpoints with external client meetings. Time Optimization: Protect the Executive's time by implementing "buffer periods" for focused work and ensuring they are never double-booked. Meeting Readiness: Ensure all necessary agendas, pitch decks, or background briefs are provided to the Executive at least 24 hours prior to any meeting. End-to-End Travel Arrangements Itinerary Design: Build comprehensive, door-to-door travel itineraries (flights, hotels, ground transit) that account for time-zone shifts and meeting locations. Disruption Contingencies: Actively monitor flights and travel disruptions, swiftly rebooking arrangements in real-time if delays occur. Expense Tracking: Gather receipts and compile meticulous expense reports immediately following travel conclusion. Visitor Hospitality Host Management: Serve as the primary, welcoming point of contact for high-profile external guests, investors, and clients visiting the office. Logistics Coordination: Arrange visitor building passes, workspace setups, catering, and local transport to ensure a seamless, premium guest experience. Event & Offsite Planning Internal Events: Lead the planning and execution of team-building events, board meetings, and executive offsites (including venue sourcing, catering, and tech setup). Budgeting: Manage the event budget effectively, negotiating with vendors to maximize quality while staying within financial guardrails. #LI-RO1 Are you a MATCH? Experience : At least 5 years of experience supporting C-level, preferably in a fast-paced or high-growth industry. Tech Savviness : Advanced proficiency with productivity suites (Google Workspace), and travel/expense software (Concur,. Communicatio n: Exceptional English written and verbal communication skills, with the ability to mirror the Executive's voice and professional tone. French is an advantage Discretion : Proven track record of handling highly sensitive corporate and personal information with total confidentiality. Adaptability : A "figure-it-out" mindset; comfortable pivoting quickly when priorities shift. Extreme Attention to Detail : You catch the typos, the calendar mismatches, and the missing details that others overlook. You double-check flight connection times, confirm building access for visitors well in advance, and ensure event agendas are flawless. Pragmatic Problem Solver : You are practical and results-oriented. When plans change or travel disruptions happen, you don’t panic—you immediately focus on realistic, logical workarounds to get the job done efficiently. Our Differences make our Performance At Air Liquide, we are committed to build a diverse and inclusive workplace that embraces the diversity of our employees, our customers, patients, community stakeholders and cultures across the world. We welcome and consider applications from all qualified applicants, regardless of their background. We strongly believe a diverse organization opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to innovate by living our fundamentals, acting for our success and creating an engaging environment in a changing world.