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Executive Assistant

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Role area:
Technology
Contract type:
Full Time
Location:
Cluj - Napoca
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Role Overview/Purpose:

Our company is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with the Director of Site and Director of Technology and will be responsible for performing a number of administrative duties, including anything from calendar management to preparing materials for meetings. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment

Key Responsibilities

  • Acting as the point of contact between the other Directors, internal or external colleague
  • Supporting the Director of Technology to ensure she has what she needs, when she needs it
  • Anticipating requirements to ensure a proactive support service
  • Advanced diary management: booking meetings, arranging rooms and equipment
  • Meetings – planning, arranging, preparing documents and attending to take minutes
  • Liaising with third parties, employees and senior managers either on the telephone, in person or via email in a professional manner
  • Collating and circulating updates for reports and other internal documents
  • Complex travel arrangements, including overseas travel and itineraries
  • Processing invoices and expenses
  • Completing and tracking POs
  • Working closely with other assistants across the business in all locations to ensure a seamless service
  • Providing support in organising Technology and company-wide events
  • Providing additional administrative support when necessary
  • Other ad hoc duties as requested

Behavioural Competencies

  • Strong interpersonal skills with an ability to work with a variety of styles and personalities. Must be comfortable dealing with people at all levels of seniority
  • Excellent communication skills both oral and written, with a track record of successful communications to all staff, senior management and external parties
  • The ability to stay calm under pressure – workload often requires multi-tasking and an ability to remain approachable at all times
  • High degree of resilience, perseverance, focus and commitment
  • Ability to work both independently and in a team
  • Proactive with a hands-on approach and a can-do attitude
  • Mature outlook and approach
  • Comfortable within a changing and developing environment
  • Proven administrative experience in a fast-paced environment
  • Excellent time management skills and ability to multi-task and prioritise work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills in English
  • Proficiency in MS Office

Technical Competencies and Experience

  • Previous experience in supporting senior management
  • Used to working with confidential information
  • Excellent attention to detail
  • Good skills in Word, Excel, PowerPoint and Outlook
  • Experience with supporting a team