Executive and HR Assistant (H/F/X)

As the Executive and HR Assistant at Kraken, your primary responsibilities will include acting as a point of contact among executives, employees, clients, and external partners. You'll be managing calendars, setting up meetings, and coordinating travel arrangements. Additionally, you'll help organize and run internal and external events, and maintain effective communication across various platforms including emails, LinkedIn, and Slack.

To be a successful Executive and HR Assistant at Kraken, you should have a proven background in a fast-paced environment, ideally in an EA role supporting C-suite executives or experience from the F&B/hospitality industry. Strong organizational skills, fluency in French and English, and familiarity with the Google suite are essential.

The Executive and HR Assistant plays a vital role in supporting Kraken’s mission by ensuring efficient operations. Your work in managing schedules and communications helps the company maintain focus on its goal to drive sustainable energy solutions. By organizing events and supporting recruitment, you'll directly contribute to Kraken's growth and its aim to impact the energy industry positively.

At Kraken, the Executive and HR Assistant position offers a hybrid work model, typically requiring you to be in the office 3-4 days a week. However, this may vary; some weeks may require you to work in-house 5 days or have more remote work based on the team's needs. This flexibility allows you to balance work and personal commitments effectively.

Kraken is committed to a culture of inclusivity and collaboration. As an Executive and HR Assistant, you can expect to work with genuinely decent people who value honesty and empathy. The company promotes an equal opportunity environment where everyone's unique skills and perspectives are considered crucial to their success.

When prioritizing tasks, I like to assess urgency and importance, often utilizing tools like to-do lists or project management software. By understanding the executives' goals and deadlines, I can effectively manage my time and ensure the most critical tasks are completed first, keeping communication open for any adjustments.

Yes, in a previous role, I encountered a scheduling conflict for two high-priority meetings. I addressed this by immediately consulting all parties involved, suggesting alternative times that worked for everyone. This proactive communication helped ensure both meetings were still productive and that no important stakeholders missed any information.

To manage executive communication effectively, I keep a detailed log of all incoming messages and prioritize responses based on urgency. I also categorize communications by topic and maintain a consistent follow-up schedule. This ensures nothing falls through the cracks and helps maintain a clear line of communication between executives and stakeholders.

Once, I had to organize a client appreciation event with just a week’s notice. I quickly secured a venue, coordinated catering, and reached out to attendees via digital invitations. By staying organized and focused, I delivered a successful event that not only met but exceeded expectations, highlighting my ability to perform under pressure.

I rely on digital tools and apps to manage my tasks and deadlines. I maintain a structured calendar, set reminders for important tasks, and often perform daily reviews at the end of each day to prepare for the next. This method keeps me focused and ensures I meet my commitments efficiently.

I have hands-on experience with various project management tools, such as Asana and Trello. I utilize these tools to track projects, maintain deadlines, and ensure team cohesion. Being able to visualize tasks and responsibilities helps keep me and my team aligned and informed at all times.

Effective minute-taking is critical as it provides a clear record of discussions, decisions, and action items from meetings. This documentation ensures that all participants understand their responsibilities and helps track progress. It also serves as a reference for future meetings, maintaining continuity and accountability.

To maintain confidentiality, I practice discretion by securely storing sensitive documents, limiting access, and only discussing private information with those who need to know. I also adhere to company policies related to data protection and confidentiality, ensuring that the integrity of the information is maintained at all times.

I view feedback as an opportunity for growth. When I receive constructive criticism, I acknowledge it, ask follow-up questions if needed for clarification, and then actively work on implementing the suggestions. This openness to feedback fosters a stronger relationship of trust and effectiveness with the executives I support.

During busy periods, I prioritize self-care and maintain a balanced approach. I break tasks into manageable parts and take short breaks to refresh my mind. Additionally, I practice mindfulness techniques, which help me remain focused, reducing stress while ensuring high-quality work is delivered on time.