Executive Assistant

Job Opportunity: Executive Assistant at Annecy Behavioral Science Lab (ABSL) and Entrelacs

Location:
Remote

Contract Type:
Full-time

Salary:
800 EUR

Start Date:
ASAP

About Us:

Entrelacs,
originally developed by Annecy Behavioral Science Lab (ABSL), leverages advanced technologies — including large language models (LLMs), ergodic modeling, and multimodal input (text, voice, facial expressions, and behavioral data) — to create the equivalent of a diagnostic laboratory for mental health.

Annecy Behavioral Science Lab (ABSL)
is committed to advancing the understanding of social connection through innovative research and practical applications. We collaborate with major organizations like the World Health Organization, the European Union, and leading universities.

Together,
Entrelacs
and
ABSL
combine cutting-edge technology and scientific rigor to build a more connected and flourishing world. As we continue to grow, we're seeking a dedicated and detail-oriented Executive Assistant to support our leadership team and serve as the first point of contact for ABSL and Entrelacs.

Position Overview:

The Executive Assistant will play a strategic role in ensuring smooth operations by managing administrative tasks, coordinating communications, and providing high-level support to the ABSL and Entrelacs' teams. The ideal candidate will be exceptionally organized, proactive, and able to handle multiple priorities in a dynamic research environment. This role involves collaborating closely with our leadership team to streamline processes, represent the organization professionally, and support our global projects.

Meeting Scheduling & Calendar Management:

• Manage complex calendars across multiple time zones with Google Calendar
• Coordinate internal and external meetings, ensuring optimal time utilization
• Implement color-coded calendars, set up reminders, and conduct daily reviews to prevent conflicts
• Utilize AI-powered scheduling assistants to optimize meeting times and automate scheduling workflows

Meeting Preparation & Follow-up:

• Review meeting transcripts (e.g., from ) and identify key discussion points
• Prepare concise briefing documents highlighting decisions made and action items
• Create and distribute meeting agendas and minutes

Email Triage & Communication:

• Manage incoming communications, categorize, and prioritize emails
• Draft responses on behalf of team members
• Utilize filters and labels to organize emails and provide regular updates on critical communications

Executive Communication:

• Draft and edit high-level communications on behalf of ABSL
• Prepare executive summaries, briefing documents, and talking points for key meetings
• Develop presentation materials for internal and external stakeholder presentations
• Ensure consistency in messaging and voice across all leadership communications
• Assist in crafting and reviewing strategic announcements and reports

Project Management Support:

• Assist with tracking project progress using tools like Asana or Trello
• Break down projects into actionable tasks and set clear deadlines
• Maintain open communication with team members to ensure progress

Task Management from Emails:

• Extract actionable items from emails and assign tasks to appropriate team members
• Integrate email platforms with task management tools
• Monitor task completion and provide regular status updates

Document Management:

• Handle bureaucratic tasks including NDAs and other official documents
• Maintain a repository of standard templates and ensure timely updates
• Coordinate with legal teams when necessary

File Organization & Administrative Support:

• Develop and maintain organized filing systems for digital documents
• Ensure easy retrieval of information and consistent naming conventions
• Review and manage access permissions to files and folders
• Establish and enforce protocols for sharing documents internally and externally
• Handle general administrative tasks as needed to support team operations
• Continuously identify repetitive tasks suitable for AI automation to free up time for strategic work

Travel Planning:

• Coordinate travel arrangements, including flights, accommodations, and local transportation
• Create comprehensive travel itineraries with contingency plans
• Ensure all bookings align with preferences and schedules

Required Qualifications:

• Proven experience as an Executive Assistant or similar high-level support role
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets)
• Experience with project management tools (e.g., Asana, Trello)
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to work independently, exercise good judgment, and manage multiple priorities
• Proficiency in managing complex calendars across multiple time zones
• Discretion in handling confidential information

Preferred Skills:

• Experience working in research organizations or educational institutions
• Understanding of operations for international organizations
• Background in supporting remote executive teams
• Proactive problem-solving abilities and anticipating leadership needs
• Experience with travel coordination for international trips
• Ability to serve as a gatekeeper and prioritize the team's time effectively
• Experience in preparing executive-level reports and presentations

Soft Skills:

• Communication
  : Clear and concise communication to represent ABSL effectively
• Discretion
  : Maintaining confidentiality in all dealings
• Adaptability
  : Ability to handle unexpected changes and challenges gracefully
• Proactivity
  : Anticipating needs and addressing them without prompt
• Time Management
  : Efficiently prioritizing tasks to maximize productivity
• Judgment
  : Making sound decisions on behalf of executives when needed
• Interpersonal Skills
  : Building rapport with internal team members and external partners
• Strategic Thinking:
  Maintain a CEO-level perspective on AI adoption - constantly evaluating how AI can transform not just individual tasks but entire workflows

Compensation:

We offer a competitive salary based on experience, along with opportunities for professional growth and involvement in impactful global initiatives.

How to Apply:

Interested candidates should send their
motivation letter
and
CV
outlining their relevant experience and motivation for the role to

with the subject line: 
"Entrelacs – Executive Assistant Application."

When writing your motivation letter, please disclose if you used any AI tools (such as ChatGPT, Claude, etc.) to help draft or refine it. Using AI assistance is allowed and encouraged, but
failure to disclose its use
may lead to exclusion from the interview process.

Please note that
only applications with complete materials (both motivation letter and CV)
will be reviewed.

Applications will be reviewed on a rolling basis until the position is filled.
Join us
in shaping the future of social connection research and support our mission through effective administrative management.

For more information about ABSL, visit our website at and
or follow us on LinkedIn.

Annecy Behavioral Science Lab and Entrelacs
is an equal opportunity employer, and we encourage applications from all backgrounds.