Executive/Office Assistant

About the Position

Academia de HR is recruiting for its Client, a leading Italian company in the development of Mechanical Systems and Sub-systems for Satellites and Launchers. Our Client is part of a larger European entity offering innovative and affordable mechanical solutions and services for space programs. In a very short period, our Client has consolidated its position as a subcontractor and acts as a valuable alternative to large companies in different activities regarding space initiatives.

Our Client mission is to manage and successfully complete space projects involving designing and manufacturing complex structures, providing reliable solutions and high-quality products to institutional and commercial customers. Since its creation, the company has collaborated with research centers and Italian universities like Rome, Milan, Naples, and Ancona to offer innovative and affordable technologies with high reliability and performance.

For their new-launched Romanian division, we are looking for a new colleague.

About the Role

We are looking for an Executive/Office Assistant located in Bucharest/Mogoșoaia. You will support management with daily administrative duties and be responsible for handling clerical tasks in our office. You will manage mostly business-related tasks such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

Responsibilities

• Preparing financial statements, reports, memos, invoices, letters, and other documents (the job doesn’t require accounting knowledge)
• Answering phones and routing calls to the correct person or taking messages
• Handling basic bookkeeping tasks
• Filing and retrieving corporate records, documents, and reports
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives
• Helping prepare for meetings
• Accurately recording minutes from meetings
• Greeting clients and visitors as needed
• Using various software, including word processing, spreadsheets, databases, and presentation software
• Reading and analyzing incoming memos and submissions and distributing them as needed
• Organizing travel by booking accommodation and reservation needs as required
• Coordinating events as necessary
• Maintaining supply inventory
• Maintaining office equipment as needed
• Performing office duties that include ordering supplies and managing a records database
• Experience as a virtual assistant
• Opening, sorting, and distributing incoming faxes, emails, and other correspondence
• Provide general administrative support
• Creating, maintaining, and entering information into databases

Requirements

• Education and Experience:
  • High school diploma or associate’s degree
  • At least 3 years of experience in a similar position
• Qualifications:
  • English Language – Advanced
  • Italian – a big advantage, but it is not mandatory
  • In-depth understanding of the entire MS Office suite
  • Have a valid driver’s license
• Other requirements:
  • Ability to organize a daily workload by priorities
  • Ability to write clearly and help with word processing when necessary
  • Must be able to meet deadlines in a fast-paced, quickly changing environment
  • A proactive approach to problem-solving with strong decision-making skills
  • Professional level verbal and written communications skills
  • Ability to work well under limited supervision
  • Tact, discretion, and diplomacy
  • Flexibility

We Offer

• An incredible opportunity to expand your network within a highly regarded high-tech company, being proud to have a contribution at sending satellites into space
• A responsible company acting in a very professional environment
• You are responsible for complex and exciting tasks and have the opportunity to realize your creative ideas
• A fantastic team full of energy, with a flat hierarchy and open culture, easy cooperation, and a commitment to mutual success. You will work directly with the Regional CEO
• You will be given a permanent employment contract, as we value long-term cooperation with our employees
• Lunch tickets
• Healthcare
• Phone & Laptop
• Access to company car
• Attractive salary

About the Company

Academia de HR is dedicated to identifying, attracting, and retaining talent in Romanian companies through our courses, services, and resources. We contribute to all major HR issues and are committed to helping companies thrive.

Apply Now

Interested candidates can upload their CV (formats accepted: PDF, DOC, DOCX, PPT, PPTX, ODT. Maximum document size: 1MB) and agree to the processing of their data according to the Personal Data Protection Policy (GDPR).

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