Job description: Executive Assistant

Reporting line

CAPRI Chairman and Research Directors

Background and overall mission

The Centre d'Analyse et de Prévision des Risques Internationaux (CAPRI) develops research activities, publications, academic and institutional partnerships, scientific events (colloquia, seminars, conferences) and academic training courses. As part of these activities, the Executive Assistant plays a key role in supporting the Center's operational, administrative and logistical management. Acting as a link between management, researchers, external partners and service providers, he/she ensures the smooth day-to-day running of the structure and the fluidity of internal and external communication.

Main tasks

1. Management support

  • Manage the agenda and priorities of the Chairman, Director of Studies and Research Directors.
  • Organize internal and external meetings (invitations, agendas, preparation of files, minutes) and manage written and oral communication (e-mails, letters, notes, contacts with partners).
  • Monitor the administrative and financial implementation of projects assigned by management.

2. Administrative and organizational management

  • Follow-up of administrative, legal and HR files (contracts, leave, expense claims, etc.) in conjunction with our external HR firm.
  • Administrative and financial monitoring of CAPRI associate researchers.
  • Coordination with accountants, legal departments and external service providers.
  • Monitoring of operating budget, preparation and follow-up of invoices.
  • Maintain and update internal databases (associate researchers, partners, etc.).

3. Event logistics and coordination

  • Help with the logistical organization of conferences, symposia and seminars (rooms, invitations, travel, accommodation, etc.).
  • Administrative follow-up of events (budget, contracts with service providers).

4. Internal and external communications

  • Contribute to the preparation and updating of corporate materials (reports, presentations, newsletters, website).
  • Administrative and regulatory oversight of the Center's activities.
  • Interface with academic, diplomatic and associative partners, and technical service providers.
  • Follow-up with financial partners for publications.
  • Profile required

Training

  • Bac+3 to Bac+5 in management and business administration.
  • Additional specialization in project management would be a plus.

Experience

  • Proven experience (minimum 5 years) in similar roles (office manager, executive assistant, project management).
  • Experience in an academic environment, association, NGO, think tank or public institution appreciated.

Technical skills

  • Proficiency in office automation tools (Microsoft Office / Google Workspace).
  • Good knowledge of administrative, budgetary and HR management.
  • Excellent writing skills in French.
  • Good level of English (written and spoken) essential; a third language is an asset.
  • Mac and/or PC computing environment.

Behavioral skills

  • Rigor, organizational and planning skills.
  • High adaptability and versatility.
  • Good interpersonal skills, diplomacy and the ability to interact with a wide range of people (researchers, diplomats, institutions, service providers, journalists, etc.).
  • Autonomy and sense of responsibility.
  • Discretion, reliability and confidentiality.

Job conditions

  • Contract: Open-ended contract (trial period in accordance with current legislation).
  • Workplace: face-to-face at our offices in Paris (75016). One day of telecommuting per week possible.
  • Remuneration: depending on experience.
  • Benefits: Navigo reimbursement (50%) and mutuelle (50%).
  • Start date: November 2025.

If you would like to apply for this position, please send your cover letter and CV to: rh@capri-fr.org