Executive Assistant & Site Services Supervisor

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with kindness and humility, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions that make people look and feel good. There's much to learn and many to learn from, with more than 17,000 employees around the world to explore ideas and ambitions with. Dive into varied, flexible, and stimulating environments. Meet empowered professionals to partner with, befriend, and stretch your skills alongside. Every day, your energy, your creativity, and your determination will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature.

We are recruiting for a permanent contract based in Vallauris.

Missions:

Executive Support

• Provide proactive executive support to the Site Director and designated leadership team members, ensuring effective management of calendars, meetings and business priorities.
• Coordinate travel arrangements, including transportation, accommodation, visas, itineraries and expense management in compliance with company policies.
• Prepare presentations, reports, correspondence and business documentation to support leadership communications.
• Organize leadership meetings, prepare agendas, coordinate logistics, capture meeting minutes and monitor follow-up actions.
• Handle confidential information with the highest level of discretion and professionalism.
• Anticipate business needs and proactively identify opportunities to improve efficiency and effectiveness.

Workplace & Site Services Management

• Coordinate the delivery of workplace services to ensure a safe, efficient and inspiring working environment that supports employee wellbeing and business performance.
• Manage day-to-day relationships with external service providers including but not limited to cleaning, coffee and vending services, office supplies and other workplace services.
• Monitor service quality through regular reviews and site inspections, ensuring compliance with company standards, health, safety and environmental requirements.
• Coordinate facility-related procurement activities in collaboration with Procurement.
• Drive continuous improvement initiatives to enhance workplace efficiency, sustainability and the overall employee experience.
• Monitor supplier performance, service contracts and associated budgets, escalating complex issues where appropriate.

Employee & Visitor Experience

• Act as the site ambassador, promoting a professional, welcoming and service-oriented environment for employees, customers, candidates and external visitors.
• Coordinate customer visits, leadership visits, audits and corporate events, ensuring flawless planning and execution.
• Design and deliver a premium visitor experience by coordinating agendas, meeting facilities, catering, transportation, accommodation and site access.
• Organize internal meetings, workshops and employee events that strengthen engagement, collaboration and company culture.
• Continuously identify opportunities to improve the workplace experience and enhance employee satisfaction.

Reception & Workplace Coordination

• Coordinate reception activities to ensure a professional, efficient and customer-focused first point of contact.
• Ensure visitor registration, badge management and access procedures are implemented in accordance with site security requirements.
• Coordinate mail, courier and reception-related services where applicable.
• Respond to workplace requests and coordinate timely resolution with relevant stakeholders.

HR Administrative Support

• Provide administrative support to the local Human Resources function.
• Coordinate onboarding and offboarding activities to ensure a seamless employee experience from arrival through departure.
• Support training administration, HR documentation and employee communications.
• Contribute to employee engagement initiatives in partnership with HR and site leadership.

Supplier & Stakeholder Management

• Build strong partnerships with internal stakeholders and external service providers to ensure excellent service delivery.
• Monitor supplier performance against agreed service levels and drive continuous improvement.
• Promote a culture of service excellence, collaboration and customer focus across all workplace support activities.

Academic Background

• Bachelor's degree or equivalent experience in Business Administration, Office Management, Hospitality Management, Facility Management or a related discipline.

Professional Experience

• Minimum 5 years of experience in executive assistance, workplace management, office management, hospitality or facility services.
• Experience supporting senior leaders within an international organization.
• Experience coordinating workplace services, external vendors and customer or executive visits.
• Experience in hospitality or customer experience is considered a strong advantage.

Technical Skills

• Fluent in English and local language.
• Advanced proficiency in Microsoft Office Suite.
• Strong organizational and project coordination skills.
• Excellent communication and interpersonal skills.

At Givaudan, you contribute to delightful taste and scent experiences that touch people's lives.

We value the different perspectives that come from diverse cultures, backgrounds, and experiences.

Everyone - regardless of race, gender identity, sexual orientation, age, disability, culture, religion, or any personal circumstances - is warmly welcomed at Givaudan, a place where we all love to be and grow.

Every essence of you enriches our world. Join us in making a difference together.