Front Office | Administrative Assistant

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Employer: Group Expert Consulting
  • Accounting - Finance
  • Customer Support - Client Service
  • Administrative Assistance
  • Job type: full-time
    Job level: 1 - 5 years of experience
  • Updated at: 20.02.2019

    Ideal Candidate

    - experience in a protocol role
    - excellent communication skills
    - proactive
    - able to act in an autonomous way shortly after employment
    - able to handle multitasking under competing deadlines
    - experience with content & document management systems
    - perfect Romanian grammar - punctuation, spelling, syntax
    - fluent in English
    - basic programming skills
    - experience in an accounting firm would be a plus

    Job description

    - each morning - full tour of the building & discussion with each member of the team. Checking that the printers are fully functional, that the archive is organised, collecting the mail
    - daily updating the team calendar
    - daily review of the contacts database
    - redirecting emails arrived in the office mailbox & following-up on results
    - preparing tender documentation
    - ensuring liaison with the courier & postal services
    - updating the document management system
    - managing the registries of document entry/exit
    - proofreading & editing documents
    - translation of documents
    - protocol activities: welcoming guests, preparing drinks
    - ensuring the meeting rooms are always in excellent order
    - meeting support
    - booking travel reservations
    - coordinating the purchase of supplies for the firm & anticipating the firm's needs
    - coordinating the relationship with all the firm's suppliers
    - administrative support to the team
    - each afternoon - full tour of the building


    - immersive learning experience: exposure to a wide range of business models from Romania & abroad
    - mobile phone with unlimited internet, voicecalls & sms
    - meal vouchers
    - career perspectives:
    a) after successfully passing the 3-month trial period: 3% salary increase
    b) after 1 year: 3% salary increase
    c) vertical: after 1 year, opportunity to promote to the level of Front Office Manager
    d) horizontal: after 1 year, opportunity to move to the Accounting/HR Department
    e) professional qualifications: the mutual interest of the GEC team members is to be the best prepared in Romania in each expert's field of interest. Therefore, the company financially supports the professional development of GEC team members and the GEC Management encourages all members of the team to achieve a globally recognised professional qualification. The additional benefits of obtaining these qualifications are the access of each GEC expert to globally recognised networks, which facilitate career opportunities for GEC experts while contributing to the growth of the company's profile. Such globally-recognised professional qualifications include e.g. ACCA for accounting, CFA for financial analysis, CAIA for alternative investments, PMP&/PRINCE2 for project management, as well as CIPD for HR. Therefore, GEC is covering, for each team member, 50% of the costs of the exams for a globally-recognised professional qualification, and 2 paid days free for each exam

    Recruitment procedure

    a) Shortlist: from the pool of candidates who express interest in this role, the HR Department draws a shortlist of candidates
    b) Interview: the candidates from the shortlist are invited for interview at Partner-level
    c) Trial day in the team: the candidates who receive a green light from the Partner have one day at their disposal to spend in the team, in order to explore the working environment and share mutual feedback. The team also has a veto right on the candidate
    d) Contract signature. At contract signature, the candidate needs to present 2 references from previous employers
    e) Onboarding: the successful candidate receives guidance & personalised coaching through the initial steps of the new role