Executive Assistant - Tech Leadership

Executive Support — Labs Leadership Team (CTO and Chief Data & AI Officer)

• Coordinate and proactively manage executive business calendars (anticipate conflicts, prioritise competing demands, proactively optimize agenda with enough buffers)
• Arrange travel end-to-end — flights, hotels, ground transport, visas — and ensure all logistics are in place well in advance of each trip
• Prepare and process expense reports for executives when requested, in line with internal policies
• Type, revise, edit Linkedin communications
• Handle sensitive and confidential information with absolute discretion

Labs Team Support

• Arrange and coordinate team meetings
• Manage and coordinate specific projects in support of the labs teams, for example: client visits in Mirakl HQ in Paris, team building lunches
• Aid in purchase management: raise purchase orders, track invoices, and liaise with Finance to ensure timely processing
• Liaise with HR, Finance, and IT on behalf of both departments for any operational or administrative requests (Lucca, TravelPerk, Expensya)

Event Planning & Management

• Own end-to-end logistics for a wide range of events : internal Labs Kick-Offs, QBRs, Mirakl Makers Club, team building activities
• Ensure all logistics associated with travel, offsite meetings, and events are fully in place well ahead of each date
• Source and negotiate with venues, caterers, AV suppliers, and other vendors; manage event budgets and track spend
• Manage attendee registration, invitations, RSVPs, and on-site check-in processes
• Coordinate speaker and VIP logistics: preparation materials, rehearsals, and on-site support

What You'll Bring

• 3–5+ years of experience as an Executive Assistant, ideally within a fast-growing, international organisation
• Proven track record in event planning and management, from intimate team offsites to large-scale conferences
• Hands-on experience with expense and purchase management platforms (e.g. Payflows, Expensya)

• Highly organised, with the ability to juggle multiple workstreams and rapidly shifting priorities without losing composure
• Proactive and solutions-oriented — you anticipate needs before they become problems
• Impeccable discretion when handling sensitive business and personnel information
• Genuine curiosity for AI tools, with a drive to leverage them in your day-to-day work
• Strong collaborative mindset — a true team player who elevates those around them

Tools Used

• Google Suite
• Slack
• Confluence
• TravelPerk
• Expensya / Lucca
• Dust

Languages

• French: Fluent (C2 level required)
• English: Fluent (B2 level required)

Our Hiring Process

1. Recruiter Intro Call — Get to know each other with Juliette, discuss your background and answer your questions about Mirakl
2. Hiring Manager Interview with Claire (~1 hour) — A deep dive into your experience and approach, including a practical case study to showcase how you work
3. Executive Interviews — Meet the CTO and key members of the Labs leadership team to assess mutual fit and discuss the role in greater depth