Executive Assistant Chief People Officer & Chief DIA and Social Impact

As an Executive Assistant for the Chief People Officer at Ubisoft, your main responsibilities include managing schedules and calendars, organizing business travel, planning meetings and events, and providing administrative support on various projects. You're the go-to facilitator for ensuring efficient communication and time management across departments and top management. Additionally, you'll have the chance to contribute to building team spirit within the global HR and Diversity, Inclusion, and Accessibility communities.

To qualify for the Executive Assistant position at Ubisoft, candidates should have extensive experience in assistance or project and schedule management roles. A high level of professionalism and confidentiality is essential, along with excellent verbal and written communication skills in English and French. Knowledge or interest in HR and DIA topics is a plus, making this role ideal for proactive individuals who excel in fast-paced environments.

Ubisoft strongly believes that diverse backgrounds and perspectives enrich our work environment. The company implements various initiatives to promote diversity and inclusion, ensuring equal opportunity for all employees regardless of gender, ethnicity, or other factors. This commitment is reflected in the collaborative nature of the Executive Assistant's role, which caters to fostering a culture of belonging and engagement within the HR and DIA communities.

Ubisoft offers a range of attractive perks to its Executive Assistants, including profit sharing, a yearly company saving plan, and generous paid time off. Employees enjoy a hybrid work arrangement, subsidized transportation, lunch vouchers, comprehensive healthcare, and family-friendly leave policies. With these benefits, Ubisoft aims to create a supportive work environment where employees can thrive both personally and professionally.

The recruitment process for the Executive Assistant role at Ubisoft consists of several steps: a brief phone call with a recruiter, a video interview with two recruiters, and an on-site interview with the VP of Diversity, Inclusion, Accessibility, and Social Impact. Lastly, there's a final video interview with the Chief People Officer. This structured process ensures candidates have the opportunity to showcase their skills and fit for the role.

To prioritize tasks effectively, I assess deadlines and the impact of each task on the executives' objectives. I maintain a flexible schedule to accommodate urgent requests and regularly communicate with the Chief People Officer to ensure alignment. By staying organized and adapting to changing priorities, I can manage multiple complex activities simultaneously.

In my previous roles, I managed complex calendars for C-suite executives, ensuring optimized time management. I coordinated meetings, tracked changes, and facilitated communication between departments while avoiding scheduling conflicts. My experience has taught me the importance of clear communication and proactive follow-up to ensure everything runs smoothly.

I create comprehensive agendas well in advance, outlining key topics, objectives, and necessary materials. I also coordinate with participants to gather input and ensure everyone is prepared. Following the meeting, I take detailed minutes and follow up on action items to maintain accountability.

Handling sensitive information with discretion and confidentiality is critical in my role. I ensure secure storage of documents and limit access to relevant parties only. Regularly reinforcing the importance of confidentiality also helps maintain trust within the team.

I have strong skills in Microsoft Office applications, especially Outlook, PowerPoint, and Teams, which I use for efficient communication and document preparation. Additionally, I’m comfortable with collaborative tools like Miro and Slido, which enhance teamwork and engagement during meetings.

Fostering team spirit involves creating inclusive activities and recognizing individual contributions. I organize team-building events, celebrate milestones, and encourage open communication, ensuring every team member feels valued and connected to the company culture.

In a previous role, I successfully organized a multi-day conference under tight deadlines by coordinating logistics, participant communications, and materials preparation. My timely execution and attention to detail ensured the event was well-received and met all objectives.

Effective communication is essential, so I establish regular check-ins with department heads to update them on schedules and priorities. I also create central documents or dashboards to make information accessible and maintain transparency across teams.

I'm motivated by the opportunity to contribute to initiatives that promote diversity and inclusion. Being part of a team that influences positive change within the workplace is fulfilling, and I thrive on finding innovative ways to foster a supportive culture.

I believe flexibility and a positive attitude are key when adapting to change. I stay informed about ongoing projects and shifting priorities, which allows me to pivot quickly while maintaining focus on our long-term objectives.