Operations Assistant

Employer: Philip Morris Romania
Domain:
  • Administrative Assistance
  • Job type: full-time
    Job level: 1 - 5 years of experience
    Location:
  • BUCHAREST
  • Otopeni
  • Ploiesti
  • Updated at: 01.10.2022
    Short company description

    Welcome to Philip Morris International’s (PMI) affiliates in Romania, Philip Morris Romania SRL and Philip Morris Trading SRL.

    Philip Morris Trading SRL, based in Bucharest, is responsible for the sale and merchandizing of PMI brands throughout the country. We have a dynamic brand portfolio that includes top international brands such as IQOS, Marlboro, Chesterfield, L&M and Virginia Slims. Philip Morris Trading SRL was established in 1997 and today employs more than 250 people in its head office and regional sales offices.

    Philip Morris Romania SRL is our manufacturing factory based in Otopeni and employs more than 1000 people. The factory has recently received a 490 million euro investment in becoming a new tobacco products – HEETS for the IQOS tobacco heating system. The factory serves the international demand of countries as Japan, but also EU countries where IQOS is sold.

    We are also strongly committed to making a difference in the communities where our employees live and work. We support non-profit organizations in the fields of education, culture, domestic violence prevention, and the fight against hunger and extreme poverty.

    Requirements

    Who we’re looking for:

    • Education: university degree;
    • Work experience: minimum 2 years of secretarial activity / occupying a financial position as a junior
    • Other skills: Project management skills - Experienced; English - Fluent; PC skills – Excel, Word, PowerPoint
    • Competencies: Customer Oriented, Integrity and Trust , Organization and Time Management , Action Oriented
    • Internal and External Contacts: Internal: Departments of Finance, IT, General Services, Marketing, Sales Department. External: Service providers (Travel agents; Hotels, etc.)

    Responsibilities

    Your ‘day to day’

    Provide administrative / transactional assistance to the Manufacturing Director and the entire Management Team for day-to-day activities, internal communication, public relations, and compliance events.

    • Providing daily general secretarial-administrative assistance to the Manufacturing Director. Maintaining the agenda, schedule and arrange meetings, handle travel bookings and accommodation and prepare travel expense reports for the Manufacturing Director and Management Team.
    • Translating technical or business documents and press articles on request.
    • Organize and provide logistical support for staff meetings and management webcasts
    • Coordinating the arrangements made for internal / external meetings and compiling the necessary materials for meetings / conferences.
    • Organizing visits for senior management / corporate events when needed.
    • Providing support to Comms Dep. budget management (purchase order placement, PO maintenance refresher, YE accruals process and PoP)
    • Internal Communication Assistance: providing assistance to the Manufacturing Director in reviewing internal memos for grammar, correctness and completeness, and ensures that appropriate material is attached, as deemed necessary.
    • Organizing / participating in meetings (transmission of all logistical information, reservation of conference rooms - in advance of meetings, they assemble background materials, necessary consumables and set up the meeting space in collaboration with the IT department, ensuring that the spaces are properly equipped for meetings - video projector, computer, etc.). They attend meetings and prepare minutes or summaries of the meeting outcomes.
    • Travel arrangements will be made for the Management team and for the visitors of the Management department: cost estimates, plane ticket reservations, accommodation, pick-up arrangements, preparation of documentation for obtaining a visa, travel insurance;