Executive Assistant

The Paris Peace Forum is a multi-stakeholder platform launched in 2018 that aims to respond to global challenges. Throughout the year, the Forum works to strengthen the governance of global commons such as climate, space or oceans, and to improve international management of global challenges, particularly those of digital and disruptive technologies. Its annual event, in November, brings together heads of state, government and international organizations, as well as leaders of civil society and the private sector, to discuss political initiatives and concrete projects, with an emphasis on the participation of the global South.

 

The team of the permanent secretariat of the association, composed of varied and diverse profiles (diplomacy, public relations, communication, programming, operations, etc.), is currently looking for an Executive assistant (man or woman) attached to the Director General of the Forum.

 

The person recruited will be responsible for the following tasks:

 

PRIMARY RESPONSIBILITIES 

 

  • Management of the Director General’s agenda (priority management, rearrangement, coordination)
  • Drafting of correspondence and follow-up of his correspondence;
  • Organization of travel, coordination of the team traveling with him abroad;
  • Management of institutional and external relations: preparation of meetings, briefings, drafting of preparatory notes;
  • Preparation and organization of quarterly meetings (general assembly, executive board meetings);
  • Participation in management meetings;
  • Drafting and distribution of meeting minutes;
  • Preparation and organization of team seminars;
  • Helping to prepare the Annual Forum: organization of high-level dinners;
  • Liaison with other divisions;
  • Occasionally represent the Director General

 

PROFILE

 

  • Education Level: Master’s Degree (Bac +5) or equivalent
  • 7 years of experience in executive assistance
  • Application with experience in diplomatic or political organization will be valued (high level interlocutors)
  • Fluent in French (mandatory), professional proficiency in English (C2 level or equivalent)
  • Proficiency in office software (Microsoft Office Suite)

 

SKILLS AND REQUIRED QUALITIES

 

  • Strong organizational skills, attention to detail
  • Flexibility and ability to adapt
  • Capability to manage multiple tasks and to work under tight deadlines and pressure
  • Anticipation and high confidentiality principles
  • Strong communication skills

 

CONDITIONS

 

  • Maternity leave replacement. Fixed-term contract for at least 8 months period with a starting date of August 25th, 2025.
  • Meal tickets and reimbursement of 50% of the cost of transportation.
  • The offices of the permanent secretariat of the Paris Peace Forum are located in Paris (15th arrondissement). It will be possible to telecommute for a maximum of 2 days per week, subject to approval by management.
  • Through its recruitment policy, the Forum is committed to diversity. It assesses applications fairly and respects and promotes equal opportunities. It welcomes all singularities and is committed to creating an inclusive working environment.
  • The Paris Peace Forum is committed to preventing discrimination and promoting equal opportunities. All its positions are open to people with disabilities.

 

Interested candidates should send a CV and cover letter by July 15th, 2025 to job@parispeaceforum.lademo.be with “Executive Assistant” in the subject line.

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