Senior Executive Assistant Bucharest

Senior Executive Assistant
Bucureşti
Bucharest, Bucharest, Romania

We are excited to share a great opportunity as the Administrative Services team is looking to fill the position of Executive Admin Assistant.  

In this role, the EA will: 

Provide administrative support services relating to the overall administrative operation of the Senior Leadership team and local office management. Interact with internal and external stakeholders at all levels. Provide support and guidance to the Administrative Assistant team and Staff to meet organizational needs and goals.

 Key Accountabilities 

• Support the senior leaders to keep them well informed of upcoming commitments and responsibilities, proactively anticipating needs.  

• Actively manage complex calendar using knowledge of organizational and divisional timelines and priorities to effectively manage demand for time.  

• High-level support and assistance to the senior leaders including preparation of various confidential documents such as Board materials, client agreements etc.  

• Route documents for signature and approval.  

• Prioritize conflicting needs, handle matters expeditiously, proactively, and
  - through on projects to successful completion, often with deadline pressures.  

• Proactively create and maintain effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously.  

• Provide assistance in handling intricate projects that involve coordination among various stakeholders.  

• Develop, edit, and finalize documents and presentation materials for review, often on short notice.  

• Coordinate complex domestic and international travel itineraries, as required in accordance with the Business Travel & Expense Policy (BTE).  

• Work in collaboration with other Administrative Assistants on the Team to ensure consistency in processes.  

• Plan meetings and events, including budget management, site selection, and catering if required in accordance with the budget policy.  

• Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda, acquiring of meeting rooms, accommodations, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, preparing minutes of the meeting.  

• Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist senior leadership team or others in developing the agenda. Attempt to ensure that persons having specific input to planned meetings will be present, and make alternative arrangements when problems develop. Where required, ensure that a quorum of committee members will be in attendance at the meeting.  

• Ensure consistent application of corporate policies and procedures and provide guidance to Staff.  

• Prepare expense reports for senior leaders and ensure submission in a timely fashion.  

• Proactively handle, schedule, and coordinate priorities; identify and indicate items requiring urgent action and prioritize other matters.  

• Build internal and external relationships crucial to the success of the organization’s business. Develop deep understanding of the business units and departments across the organization.  

• Act as liaison between the senior leadership team and partners at all levels.  

• Respond to external and internal enquiries affectively using tact, diplomacy and judgment.  

• Exercise discretion with a clear grasp of business urgency and priorities, often multitasking with minimal guidance.  

• Perform other duties as assigned 

Requirements

Qualifications 

• Bachelor’s Degree or College Diploma – Administration – related fields of study and/or a minimum of 4 years of Administrative Assistant support.  

• Excellent MS Office Skills: Word, Excel, and Power
  Point, ability to keep up to date with new technology.  

• Ability to maintain discretion and confidentiality at all times on a wide range of issues.  

• Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate
  - making.  

• Exceptional attention to detail.  

• Strong customer service orientation; a flexible and willing ‘can do’ attitude.  

• Ability to be diplomatic, tactful and use discretion in all situations with all levels of business partners.  

• Proven ability to work independently on multiple tasks while demonstrating initiative.  

• Demonstrated good judgment and creative analytical skills.  

• Experience in managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time.  

• Excellent organizational skills, time management, interpersonal skills, and ability to handle multiple tasks in a dynamic environment.  

Benefits

Why Join Us?

Be part of a
- edge sector driving Romania’s clean energy future.
Work with
- tier global and local industry partners.
Competitive salary