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Executive & administrative assistant of the CTO



Administration, Software Engineering
Paris, France
Posted on Friday, September 29, 2023
Who we are
Genomines is a young biotechnology company based in Paris and Saclay, specialized in sustainable extraction of Nickel from plants. Our Team has already been active for 2 years, focussing mainly on research and development. The mission of Genomines is to usher in a new era of sustainable mining by using genetically enhanced plants to extract metals from soil (agromining). Through synthetic biology and cutting-edge technology, we harness the power of nature to create bioengineered plants that can extract metals while decontaminating soils and creating cleaner lands for agriculture. Our ultimate goal is to become the world's first carbon-neutral mining group, using sustainable and environmentally friendly methods to extract the precious resources our society needs.
What we are looking for
We are in search of an individual who is highly organized, detail-oriented, and possesses excellent time management skills to join our team as the Executive Assistant to our CTO. You will hold a critical position in providing administrative and daily operational support to the company. We are looking for an adaptable individual who can quickly adjust to evolving business needs and thrives in an environment that embraces new challenges.
Role overview
As the Executive Assistant to the CTO, you will hold a critical position in providing administrative and daily operational support to the company. We are looking for an adaptable individual who can quickly adjust to evolving business needs and thrives in an environment that embraces new challenges.By collaborating closely with the CTO, you will contribute to enhancing their efficiency and productivity. Your adeptness in managing calendars, coordinating meetings, and handling various administrative responsibilities will be instrumental in maintaining the CTO's focus on strategic initiatives.Your attention to detail and strong communication skills will enable you to liaise effectively with internal and external stakeholders, ensuring that the CTO remains well-informed and prepared for engagements. Your flexibility and proactive approach will be essential in navigating a dynamic work environment and addressing the diverse needs that arise.
Bachelor’s degree; some college
Minimum of 5 or more years of related experience working in an executive assistant role supporting multiple senior executives
An equivalent combination of education and experience may meet qualifications
Proficient in MS and Google suite applications

Administrative Support

  • Manage complex calendars including vetting, prioritizing, and providing recommendations, and ensuring all logistical details are in place
  • Total travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
  • File expense reports and track reimbursement status
  • Partner with IT to resolve any logistical issues and assist in every way possible to ensure tasks are completed
  • Assist team with orders, invoices, and resolving any issues
  • Maintain an efficient flow of information between both internal teams (Tech/Ops) and external contacts on a wide spectrum of plans and priorities
  • Initiate administrative processes for efficiency and draft team playbooks and procedures

Meeting and Event Coordination

  • Plan and coordinate external facing meetings, which may include cross functional teams and outside partners
  • Attend team staff meetings, track agenda, and assist the Executive and team to keep projects on course and take meeting notes/meeting summary
  • Coordinate, track, and schedule internal and external PR and communication events for the CTO
  • Manage projects, internal and external meetings and large-scale events (off-sites, seminars, conferences) from budget planning through logistical coordination

Resource Planning and Management

  • Participate in planning and managing resources to ensure efficient project execution
  • Conduct research and analysis to provide strategic information to the Co-Founder and CTO

Administrative and Logistical Support

  • Provide administrative and logistical support to the Co-Founder and CTO in their daily activities
  • Manage phone calls, emails, and correspondence, ensuring important messages are sorted and handled appropriately
  • Perform various administrative tasks, such as expense management, meeting report writing, and record keeping.Ensure executives are well-prepared for their meetings
  • Coordinate special internal and external events and meetings, collaborating with stakeholders to ensure their success

Document Production and Representation

  • Produce documents, briefs, reports, and presentations.
  • Represent executives by attending meetings in their absence and providing detailed meeting transcriptions
  • Welcome guests and clients (in-person or over the phone), and handle or redirect their requests
  • Filter phone calls, questions, and inquiries with tact and professionalism

Travel Coordination

  • Responsible for organizing complex and dynamic agendas, including travel arrangements, information coordination with the Executive Committee and investors, and budget tracking for the presidency
  • Organize and coordinate business travels, including flight and hotel reservations, and other necessary arrangements
Recruitment Process
1. Complete the application form on Lever
2. First interview with the Head of Talent
3. Second interview with the CTO
4. Final on-site interview with co-founders