Assistant to MD

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Employer: confidential
Domain:
  • Administrative Assistance
  • Job type: full-time
    Job level: peste 5 years of experience
    Location:
  • BUCHAREST
  • Updated at: 04.08.2021
    Requirements

    SUMMARY STATEMENT:
    This is a key role, supporting the work of Company at the most senior level. Reporting to the Managing Director you will be required to:

    Support the day-to-day work of the Managing Director
    Assist Company’s senior management team meetings.
    You will have access to confidential information, always requiring absolute discretion. You will have demonstrable experience of working at a similar level and proven administrative, secretarial and office skills. You will need to be able to plan, organize anticipate requirements well in advance to support the smooth running of the business.
    You will be responsible for supporting all aspects of the Managing Director’s work including appointments and the diary, travel and accommodation as required in addition to managing dates, producing agendas, minutes, and all key paperwork for meetings.
    You will have excellent written and verbal communication skills and be experienced at dealing with local, regional and international levels in addition to Group.
    REQUIREMENTS/QUALIFICATIONS:
    Proven experience as a back-office assistant, office assistant or in another relevant administrative role
    Excellent organizational and time management skills
    Excellent written and verbal communication skills both in Romanian and English
    IT literacy; experience of Word, Excel, PowerPoint
    Strong personality, charisma, dynamic and self-confident.Ability to prioritize and complete numerous tasks simultaneously

    Responsibilities

    MAJOR RESPONSIBILITIES/DUTIES:

    Meeting management: scheduling and setting up internal and external meetings including agenda management, minute taking, action tracking and relevant communication
    Management calendar: supporting the Managing Director and Directors, and administration of all shared calendars
    General office duties as required and provision of back-up cover/holiday support to ensure the effective running of the office
    Support the Managing Director in the preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships with stakeholders and partners
    Preparing communications on behalf of Managing Director
    Interacts with all levels of management, corporate clients and business community leaders
    Business travel – booking flights, hotels, car hire,for MD and management Team
    Inputting and updating contact details into Outlook
    Managing office and cleaning contracts
    Arranging visa invitation letters to overseas visitors
    Organising food/refreshments for business lunches
    Organize internal events such as Management Meeting, Year-end conference etc
    Support management team with travel and accommodation planning (including visitors)
    Support management team for monthly performance report generation
    Coordinate internal newsletter publishing
    Assist marketing and HR in events organization
    Perform Office management activities
    Communicate with regional and global teams on different administrative subjects