Full time (permanent contract)

Full remote, hybrid or on site (Grenoble, France)

As Vates continues to grow rapidly, the demands of managing day-to-day operations, communications, and strategic priorities across the organization have increased significantly. We are looking for an experienced and versatile Executive Assistant to support the company’s leadership. In this role, you will work closely with the CEO and other key stakeholders to streamline workflows, manage priorities, and ensure the smooth running of various operational tasks. This is an opportunity to play a pivotal role in the success of a fast-paced, scaling company by providing essential support across a range of activities:

• Manage the CEO's email inbox and notifications, ensuring timely responses and prioritization.
• Coordinate and schedule meetings, including preparation of agendas, minutes, and follow-ups.
• Draft and edit documents, presentations, and correspondence as required.
• Monitor deadlines, follow up on tasks, and ensure the CEO stays organized and focused on key priorities.
• Act as a liaison between the CEO and external stakeholders.
• Handle sensitive and confidential information with discretion.
• Anticipate the CEO's needs and proactively address operational challenges in a fast-paced, growing organization.
• Assist with event coordination, travel arrangements, and other logistical needs.

• Proven experience as an executive assistant or in a similar role, ideally in a fast-growing or dynamic environment.
• Exceptional organizational and multitasking skills with a proactive mindset.
• Strong written and verbal communication skills in both French and English.
• High level of discretion and professionalism when dealing with confidential matters.
• Ability to prioritize and work independently, anticipating needs and offering solutions.
• Tech-savvy, with proficiency in tools like email management systems, calendar applications, and collaborative platforms.
• Familiarity with the challenges of a scaling business or startup is a strong advantage.

Vates is a French software company specializing in Open Source and virtualization with a deep commitment to open, collaborative development. Our main projects, Xen Orchestra and XCP-ng, span the full virtualization stack—from the hypervisor (Xen) and virtualization platform (XCP-ng) to management and VM backups (Xen Orchestra). Our team works across multiple countries, fully embracing remote work with transparent workflows and accessible communication channels. At Vates, we are driven by a strong, people-first culture that values benevolence, inclusivity, and a horizontal structure. Every member is empowered to contribute ideas, make decisions, and grow with the company. Our open-source model is core to everything we do, not just in our code, which is available on GitHub and GitLab, but in our collaborative approach with the community. We believe in "upstream first," dedicating our expertise and resources to support and advance foundational projects like Xen, and helping contributors of all levels join us on this journey.