Executive Assistant

About the Position

We are seeking an Executive Assistant to join our team in Bucharest. This role involves managing calendars, coordinating meetings, and supporting key projects. A positive attitude and strong organizational skills are essential.

Responsibilities

• Maintain executive calendar, manage staff meetings and commitments.
• Organize department communications and key events.
• Assist in key projects such as mergers and acquisitions, venture investments, strategy, and partnerships.
• Provide selective support to direct staff and others in the organization as needed.
• Manage calendar and travel to help drive maximum effectiveness, coordinating complex travel arrangements and handling last-minute changes.
• Assist with scheduling group meetings.
• Coordinate special projects and large meetings with internal and external individuals.
• Organize quarterly all hands meetings and semi-annual team building events.
• Compile and publish weekly senior staff minutes and group updates.
• Maintain up-to-date organizational charts, contact lists, and email alias lists.
• Assist staff with travel coordination when required.
• Plan and schedule group off-sites.
• Arrange job candidate interviews and ensure smooth transitions for all new hires by obtaining office space, computer systems, and accounts and managing all related work requests.
• Process forms including expense reports, change of status, employment requisitions, contractor time cards, and IS and Facilities work requests.
• Perform general office administrative duties such as ordering supplies and equipment.
• Assist with audio, visual, and video and web conferencing when needed.
• Manage all open purchase orders.
• Work with vendors and project managers to ensure billing occurs in a timely manner and that project scope changes are considered and accounted for.
• Comply with Adobe policies and procedures and utilize Adobe Contracts Management system for all departmental purchases.

Requirements

• Positive can-do attitude, no ego – willing to follow through and do what it takes to get the job done.
• Team player.
• Ability to communicate in a clear and concise way.
• Ability to remain flexible, embrace change, and manage uncertainty, all while thriving in a fast-paced environment.
• Exceptional ability to multi-task, prioritize, and work under critical deadlines and manage workload with little direction.
• Strong organizational skills, attention to detail, and timely follow-through.
• Desire to constantly look for opportunities to create systems, checklists, and approaches to make things run more smoothly.
• Ownership of the outcome – even when there is a lack of full control, ability to see it through until it is completed.
• Manage time effectively and proven ability to prioritize when there are conflicting priorities to ensure key projects meet deadlines.
• Excellent written and interpersonal communication skills.

We Offer

• Contract duration: 1 year, with possibility of extension.
• Employment type: Only CIM contract.
• Work setup: Hybrid, 3 days per week in the office.

About the Company

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