Administrative assistance (80%)

Creation of new suppliers in JDE/Eiffel for Paris Office Structure costs / Creation of new suppliers in PartnerUp
Support to the teams regarding PO creation/validation, invoicing, payment delays
Particular assistance to CEO in link with Cuban assistant
Assistance for travel arrangements, T&E and meetings organisation)
Maintain and communicate Havana Club agenda: key dates, CODI agenda and company life events
Specific assistance for Cuba-based collaborators when services are related to PR SA (T&E, corporate card requests, phone and IT request)
Update regularly HCI book of policies
Preparation of new comers arrival (communication with HR, IT, facilities and manager) and other tasks on the Onboarding/Departure checklists (Access creation in Jira JDE/Approbation route/Concur and Access suppression)
Coordination of travel Visa to Cuba
Cuba : order of supplies/medicines, packing
Receive, sort and distribute incoming mail in a timely manner
Coordination with The Island Facilities and IT Departments / Solve office related malfunctions and respond to requests or issues (including raising Jira tickets or access to The Island for Cuba-based collaborators)
Perform work related errands as requested 
Provide support to the Marketing, Communication, POS and Export Assistant pending workload

Legal assistance (20%)

Organisation of HCI Junta in Paris and for Luxco entities in coordination with Cuban assistant
Corporate: Assistance in responding to Know Your Client requests by banks and consultants working with HC companies (collecting different corporate documents and sending them)
Contracts: Management of our contractual database : scanning and storing signed versions and updating contract database list
Compliance: Due diligence review and monitoring on Partner-Up (we are in charge of registering third parties on behalf of HCI teams based in Cuba who cannot use Partner-Up)
Compliance: Assistance in preparing compliance training programs for HC employees and monitoring completion    

Profile

Experience: minimum 5 years in a similar role
Langagues: Fluent English and fluent French OR Fluent English and fluent Spanish. A third language would be a plus. 

Required Skills/Competencies:

Must be adept at managing multiple priorities in a dynamic environment
Must be a self-motivated individual who is solution driven and has the ability to identify issues/opportunities for improvement and be proactive in addressing them
Excellent interpersonal skills are critical.
Excellent organizational and planning skills