Bilingual FR/EN Executive Assistant – Freelance – Remote – 15h/week

Project overview

Context

I run a transition management company (tech, data, and AI leadership mandates for mid-sized and large corporations) and am co-founding a tech venture studio being structured between France and Asia. My activities rely on several French and English-speaking structures, clients, and partners, with a 100% digital operation: invoicing, follow-ups, and some administrative tasks are already automated or in the process of being so.

I am looking for an independent executive assistant to be my support for administration, operational finance, organization, and LinkedIn communication. Your role: manage the day-to-day operations, oversee automated flows, and handle everything that requires a human touch.

The mission in brief

Your responsibilities

Administration and operational finance

Operations

Organization and agenda

Calls

LinkedIn Communication

Your work environment

Out of scope

Organization and rituals

Contractual terms

Selection process

Prospects

The volume and scope are intended to evolve with the development of the venture studio, particularly internationally. An increase in workload and expansion to new structures are possible.

To apply

• Format: Freelance service, 100% remote
• Volume: Approximately 15 hours per week, on a monthly retainer
• Languages: French and English daily
• Duration: 6 months renewable, starting as soon as possible
• Desired availability: Monday mornings and Thursdays during the day, plus a flexible slot of about 4 hours mid-week for calls and emergencies, to be agreed upon together
• Daily Rate: €400 to €500 HT (excluding tax) depending on experience
• Issuing client invoices, monitoring payments, and chasing overdue payments
• Expense reports, collecting and filing receipts, monthly transmission to the accountant
• Monitoring tax, social security, insurance, and subscription deadlines, with advance alerts
• Preparing supplier payments, subject to my approval
• Monthly cash flow and collection dashboard
• Contracts, purchase orders, and supplier and client documents
• Administrative onboarding of service providers and partners
• Administrative follow-up of ongoing mandates: timesheets, supplier portals, certificates
• Preparing the file for the creation of an entity abroad, in liaison with local advisors
• Managing my professional calendar: scheduling appointments, making trade-offs based on defined rules, protecting work blocks
• Sorting and preparing emails: common responses, filtering, escalating what concerns me
• Organizing travel in France, Europe, and Asia
• Preparing meetings: documents, minutes, action follow-up
• Answering and filtering calls on a dedicated number during agreed slots
• Qualified messages and organized callbacks outside these slots
• Managing company pages: delegated administrator role, without sharing credentials
• Editorial calendar, writing and scheduling posts in French and English, based on the editorial line I set
• Simple visuals, moderating comments and messages
• Preparing posts for my personal profile, published only after my approval
• Monthly statistics reporting
• Office and collaboration: Google Workspace (Gmail, Calendar, Drive) with delegated access
• Management and invoicing: Axonaut, Pennylane, or equivalent; online banking for viewing and payment preparation
• AI: A professional Claude or ChatGPT account provided, to be used exclusively for the mission
• Telephony: virtual switchboard with a dedicated number
• LinkedIn: page administration, scheduling tool, Canva
• Project Management: shared backlog of requests, shared password manager
• No banking access for signing or commitment authority: all payments are approved by me
• Accounting, tax declarations, and payroll remain with the accountant
• No posts or comments on my personal profile without approval
• Certain confidential files (legal, litigation) are excluded from delegation and isolated in the messaging system
• Requests centralized in a shared backlog rather than scattered across messaging apps
• Weekly 30-minute check-in the first month, then monthly
• Monthly reporting: hours consumed, tasks completed, average invoicing time, collections, LinkedIn statistics
• Documentation kept up-to-date: files per structure, invoicing procedures, calendar and escalation rules
• Monthly retainer of 50 to 60 hours, with limited carry-over of unused hours to the following month
• Daily Rate: €400 to €500 HT depending on experience
• 6-month renewable commitment, one month's notice from either party
• NDA, professional liability insurance certificate, and data processing agreement (GDPR) signed before starting
• Business continuity: a replacement solution to be planned during your absences (named backup or organized relay)
• Reversibility: at the end of the mission, return of documents and access, and documented handover
• Application: presentation, references, and tools used
• 45-minute interview in French and English, with a 30-minute practical exercise: chasing overdue payments in French and English with an AI assistant, entering an invoice in a demo tool, proposing a LinkedIn post
• Paid trial week on real, non-sensitive tasks
• Contractualization and start, with a half-day kick-off
• A cover message in French and English
• Your references for similar missions
• Examples of LinkedIn pages you have managed, if possible
• The tools you use daily (management, AI, organization, social media)
• Your hourly rate or daily rate, and your availability during the indicated slots

Project details

• Start: flexible
• Remote: remote
• Location: FR
• Rate: 50-63 EUR/h
• Languages: French