ORGANIZATION & COORDINATION ASSISTANT – M/F_SENEGAL

ABOUT EBHI:

EBHI (Entrepreneur Business Hub International) is a dynamic player in the development of high-potential start-ups, with a vision focused on innovation and significant impact across various sectors. We bring together a multidisciplinary team, ranging from accounting to digital marketing, who share a common passion for excellence. At EBHI, we place innovation at the heart of our actions, valuing integrity, loyalty, autonomy, as well as technical skills.

JOB DESCRIPTION:

This position is not limited to administrative assistance. You will intervene at the heart of the company's daily operations: you will organize requests, follow up on commitments, coordinate projects, structure procedures, and ensure that information, responsibilities, and deadlines remain controlled.

You must be able to act concretely before coordinating: take over a file, verify facts, create a follow-up, write, follow up, set up a tool, resolve a first level of difficulty, and then mobilize the right specialist when the subject exceeds your scope. The objective is for files to move forward without depending on constant follow-ups from management.

MAIN MISSIONS:

• Transform requests received by email, messaging, meetings, or oral exchange into structured tasks, with a responsible party, priority, deadline, necessary information, and expected result.
• Prioritize urgencies, detect contradictions, incomplete files, blockages, or tasks announced as completed without proof of the result.
• Keep tracking tables and management tools up to date, follow up with stakeholders, and track actions until their completion.
• Prepare and lead progress meetings, verify the reality of deliverables, identify difficulties, and organize next actions.
• Break down cross-functional projects into steps, responsibilities, deadlines, and dependencies, then coordinate the various stakeholders until delivery.
• Write procedures, guides, minutes, training materials, and internal documents to make work reproducible and understandable.
• Build a reliable memory of files: dated histories, decisions, commitments, documents, reminders, next actions, and pending points.
• Handle problems within your scope, gather facts, identify the cause, request the right contact when necessary, and document the solution.
• Ensure administrative follow-up of files: invoicing, documents, follow-ups, deadlines, and transmissions to accounting, legal, or administrative specialists.
• Coordinate certain activities related to clients, complex SAV, e-commerce, product sheets, marketing services, or digital projects when these subjects fall within the monitored scope.
• Organize access, tools, documents, and employee integration; follow the proper execution of recruitment, onboarding, and training steps when entrusted to you.
• Identify repetitive tasks that can be simplified or automated, test solutions, document their operation, and support their adoption by teams.
• Maintain an overall vision while reporting decisions to management that require arbitration: budget, major change of priority, additional resources, or commitment outside the mandate.

REQUIRED PROFILE:

Professional mastery of English, both oral and written, is indispensable. Mastery of at least one other foreign language is indispensable (Arabic, Spanish, Mandarin, Cantonese, or another relevant language in an international environment).

• Demonstrable experience in structuring an activity, an organization, a team, or several simultaneous projects.
• Excellent capacity for organization, prioritization, and follow-up until the result.
• Very good writing skills and the ability to produce clear messages, minutes, procedures, and summaries.
• Ability to enforce a framework with diplomacy, firmness, and interpersonal skills.
• Concrete leadership: clarifying expectations, requesting precise commitment, following up, providing constructive feedback, and reporting a problem before it worsens.
• Ability to distinguish between a lack of resources, a misunderstanding, a method defect, or an individual difficulty before concluding on an employee's performance.
• Technological curiosity oriented towards useful improvements rather than the accumulation of tools.
• Autonomy, initiative, sense of responsibility, and a taste for building in an entrepreneurial environment.
• Ability to move quickly from diagnosis to action and to work with limited resources without losing the quality of follow-up.
• Excellent contextual memory, vigilance regarding commitments, and documentary discipline.

EXPECTED SKILLS:

ORGANIZATION, MEMORY, AND RELIABILITY: ESSENTIAL CRITERIA

We are looking for a person with an excellent contextual memory: interlocutors, previous decisions, commitments, links between files, and still open points. This memory must be supported by a reliable follow-up method. You must know how to quickly find information, pick up a file after an interruption, and prevent an important commitment from being lost.

You must not only be very organized personally: you must be able to make the collective organization clearer, simpler, and more reliable.

MASTERY OF TOOLS AND DIGITAL ENVIRONMENT

Strong digital ease is indispensable. You must enjoy understanding how a tool works, configuring it, searching for a solution, and using artificial intelligence to save time without losing control of the result.

• Notion: strong operational mastery to structure tasks, bases, views, templates, documentation, deadlines, and update rules.
• Google Workspace: Drive, Docs, Sheets, Gmail, Calendar, and shared organization of files and information.
• Generative AI and automation: ChatGPT, Claude, Gemini; ability to identify automatable tasks, formalize a need, test results, and document the operation.
• Automation / agents: Make, n8n, and comparable tools; the ability to perform or evolve simple automations is a significant asset.
• Telephony and support: understanding of Aircall, OnOff, or comparable tools, access, routing, schedules, recordings, and statistics.
• E-commerce: understanding of Shopify, AfterShip, carriers, and visibility platforms to follow an order journey, incidents, and exchanges between stakeholders.
• Administration / finance: ease with Qonto, Dext, Dolibarr, Fulll, Pennylane, Chorus Pro, payment solutions, or equivalent tools to follow documents, controls, deadlines, and transmissions.
• HR / signatures / training: Teamtailor, Adobe Sign, Notion, Moodle, Glowbl, or comparable tools.
• Communication / marketing / analysis: Canva, Miro, advertising platforms, GA4, Search Console, Tag Manager; ability to understand specialists' reports and follow actions.
• Technical environment: sufficient understanding of GitHub, Netlify, Render, Supabase, or equivalents to follow dependencies, access, and deliveries without necessarily being a developer.

LANGUAGES & INTERNATIONAL ENVIRONMENT

The position is carried out in an international environment. Professional mastery of English is indispensable, both oral and written.

Mastery of at least one other foreign language is also indispensable. Particularly valued are: Arabic, Spanish, Mandarin, Cantonese, or any other language useful in an international context.

You must be able to adapt your communication to interlocutors from different cultures, countries, and technical levels, and work with international teams, partners, or service providers.

WHAT WILL MAKE THE DIFFERENCE

• You have already taken over an organization in which requests were lost or responsibilities were vague, then implemented a way of working adopted by the teams.
• You can show concrete examples of tracking tables, procedures, Notion spaces, automations, workflows, or documents that you personally designed or improved.
• You know how to pick up an interrupted file, quickly reconstruct its history, and decide on next actions without starting from scratch.
• You appreciate small structures and entrepreneurial environments where one must both think, organize, and act.
• You seek to make teams progressively more autonomous rather than becoming the mandatory checkpoint for all decisions.

CONTRACT DETAILS:

Contract type / status: Independent with Monthly Invoicing

Organization: Mandatory in-person in our offices in Dakar (Senegal)

Remuneration: To be determined according to profile and experience; a pre-selection question is planned for this purpose

Start date: As soon as possible

WHY JOIN EBHI?

If you have a strong organizational sense and wish to play a central role in the development of innovative projects, EBHI offers you a unique opportunity to thrive within a dynamic and passionate team. You will have the opportunity to work on varied projects, in an environment that values creativity and initiative.

HOW TO APPLY?

• Up-to-date CV.
• Answers to all pre-selection questions.
• 2 to 3-minute video presentation according to the instructions indicated in the form.
• When available, a link or non-confidential document showing a concrete example of a process, tracking table, Notion space, procedure, or automation that you personally designed or improved.
• Financial expectations indicated in the form.

Incomplete applications may not be considered.

JOIN EBHI!

…and participate in a human, useful, and stimulating project, at the crossroads of digital, training, and organization!