Full-Time Executive Assistant, Paris
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Job Description
We have a short window of opportunity to achieve significant greenhouse gas (GHG) emission reductions and the buildings sector is poised to deliver them. The Global Buildings Performance Network (GBPN), a new best practice network, was established to accelerate those reductions associated with building energy use. We will achieve this by
- Promoting best practice policy packages for building energy efficiency and low carbon performance;
- Offering world class energy efficiency expertise to policy makers and business leaders; and
- Advancing designs, policies and programs that promote low GHG, energy efficient buildings worldwide.
Regionally organized and with a global center in Paris, the GBPN fills an important gap, elevating local expertise and policies to a global level and integrating them into an international network. The GBPN works in the four regions—the United States, Europe, China, and India—that, together, hold nearly two?thirds of the buildings sector’s GHG mitigation potential. The organization’s first two regional hubs have been established through the Building Performance Institute Europe in Brussels and the Institute for Market Transformation in the USA. The GBPN is also working in partnership with the ClimateWorks Network’s regional climate foundation for India and the Energy Foundation China Sustainable Energy Program.
The PA/Executive Assistant role
The GBPN is looking for a highly skilled and dynamic PA/Executive Assistant to support the members of the organization’s leadership team. The successful candidate will be an experienced professional committed to the mission of the GBPN, with past experience in providing excellence in service to a small team of Senior Executive Committee and Board-level members.
The PA/Executive Assistant will work in a variety of activities in the GBPN Global Centre in Paris, and interface extensively with other organizations of the GBPN network. The Assistant will help shape the newly set up Paris office, set up processes and manage the administration for the Paris team, and provide support in all the team’s starting-up activities. The assistant will act as a PA to the Executive Director, organize the senior team’s activities, set priorities in high volumes of work to respond to set timelines, and serve as the project manager for all events and other GBPN administrative activities.
The PA/Executive Assistant will report to the Operations and Finance Director and work closely with the Executive Director and Technical Director. This position will require independent work and interactions with contractors and vendors both in France and internationally.
Primary Duties and Responsibilities
The PA/Executive Assistant will perform the following and other duties as assigned:
- Managing all the administration for the team and acting as PA to the Executive Director
- Liaise with the contractors and vendors delivering services to GBPN (e.g. lease, accounting, insurances, publishers, consultants, conference call sites, email and web hosting, Domain names, IT vendor etc)
- Maintain appropriate databases, records and filing with the appropriate level of confidentiality and sensitivity (bank – expense receipts – contracts – legal documents) . Provide a methodical and high level of organisation and support in the office.
- Management of HR administration (joiners/leavers – performance management & development – contracts – leave – payroll – compensations & benefits schemes) – incl. recruitment activities (applications database, interview guides, interview scheduling)
- Organize the team’s activities with regard to travel, visas, accommodation, diary management (individual and collective) and correspondence/telephone management – Scheduling of recurrent calls – agenda preparation.
- Event management & logistics: Arrange meetings and venues as necessary and ensure attendance of all delegates through effective diary management in liaison with relevant stakeholders –
- Preparation of meeting materials – content and printing of meeting packages and take & distribute minutes as appropriate.
- Process expense reports and invoices and facilitate the approval process and coding for the accounts, manage pending payments, support the cash-flow projections and preparation of budgets and forecasts.
- Assist in the various stages of production of status reports, events and publications, website content management updates, financial report
Qualifications & Experience
The successful applicant will have the following qualifications:
- Bachelor’s degree or equivalent required,
- 3+ years professional relevant experience, or experience in a similar role
- Fluency in written and spoken English and French required – daily working language is English
- Experience working in service to Executives and Board Members, in a dynamic, international environment.
- Superb attention to detail, and excellent organizational skills
- Project management skills, including inputs and administration of large budgets
- An understanding of accounting, expenditures monitoring vs Budget, mastering of Excel spreadsheets and pivot tables.
- Ability to work under pressure, prioritize, and be flexible, experience managing contractors and vendors in a complex, global environment
- Professionalism, poise and the ability to work as part of a team, maintain a sense of humor, and interact with a diverse array of people.
- Experience in an international non-for-profit or large French association a plus
Position Specifics
For immediate start, the position will be located in Paris, France. Flexibility in working hours is essential. Occasional travel may be required. The GBPN offers an excellent benefits package and a competitive salary that is commensurate with experience.
How to Apply
To be considered for this position, interested candidates must send their resume, cover letter and salary requirements to careers@globalbuildings.org (quote ref PA/EA in the subject line). Resumes received by February 21, 2012, will be considered for the first round of interviews. A fixed-term contract (CDD) will be offered for this position with the possibility to renew it based on satisfactory performance.
Inquiries received via phone call or direct email will not be eligible for review.
The Global Buildings Performance Network is an equal opportunity employer
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