Executive Assistant to CEO

About Egis

Egis is a worldwide organisation with a workforce of more than 23,500 people. Headquartered in Paris, it provides international career paths alongside local growth opportunities. The company works to drive meaningful change in placemaking, sustainability, and connected-city development. Unlike many traditional engineering businesses, Egis delivers integrated support across the full design-to-operation journey, including advisory, architecture, engineering, design, asset management, and operations.

The organisation is focused on building strong teams that deliver innovative work and aims to help shape the future.

Role Overview

The Executive Assistant will provide senior-level administrative, operational, and strategic assistance to the Chief Executive Officer and the Executive Leadership Team. This position is responsible for keeping executive schedules, communications, governance tasks, projects, and priorities running smoothly.

The role also acts as a key link between senior leaders, internal teams, clients, and outside stakeholders, with a strong emphasis on professionalism, discretion, and confidentiality.

Executive Support

• Coordinate demanding calendars, meetings, and appointments for the CEO and Executive Leadership Team.
• Organise internal and external meetings, including board sessions, leadership discussions, and client meetings.
• Review, sort, and manage executive correspondence, messages, and requests.
• Create presentations, reports, briefing notes, agendas, and meeting packs.
• Arrange business travel, hotel stays, visa requirements, and detailed itineraries.
• Monitor action points and ensure timely follow-through on important business matters.

Leadership Team Coordination

• Provide administrative assistance to senior leaders such as the CFO, HR Director, Operations Director, and other executive team members.
• Set up leadership meetings, annual planning sessions, and executive workshops.
• Record meeting minutes, document decisions, and track completion of assigned actions.
• Help improve communication and collaboration across functions and departments.

Project and Business Support

• Assist with the delivery of strategic initiatives and special assignments.
• Keep project trackers and executive dashboards up to date.
• Support the development of business cases, reports, and leadership presentations.
• Track deadlines and key outputs for executive-led initiatives.
• Research and collect information to support decision-making by senior leadership.

Governance and Confidentiality

• Safeguard confidential company records and executive documents.
• Assist with governance processes, including board reporting and executive committee meetings.
• Follow company policies and document control standards.
• Deal with sensitive information with the highest level of discretion and professionalism.

Office and Administrative Management

• Handle executive expense claims and approvals.
• Maintain filing systems and document storage repositories.
• Support procurement and administrative needs of the executive office.
• Assist with corporate events, leadership gatherings, and company functions.

Qualifications

Applicants should hold a bachelor’s degree in Business Administration or a similar field, preferably. The role requires at least 5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting C-suite leaders. Experience working with multiple senior stakeholders at the same time is also needed.

Strong command of Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, and Teams, is essential. The ideal candidate should also have excellent organisation and time-management abilities.

Preferred Background

Experience in professional services, engineering, construction, consulting, or other corporate settings will be an advantage. Prior exposure to executive committees, board-level work, or project coordination and administration is also preferred.