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Executive Business Assistant

2 weeks ago

Bucharest, Bucureşti, Romania Emporium Consulting Full time €40,000 - €60,000 per year

The Business Assistant role supports the operational efficiency and excellence, by handling a variety of administrative and clerical tasks, ensuring that the daily workings of the office run smoothly and effectively. From organizing meetings and managing databases, to preparing reports and handling correspondence, the Executive Business Assistant plays a supportive role that enables the executive team members to focus on their specific responsibilities and acts as a key player for communication within the office, facilitating the flow of information between departments and helping to maintain a cohesive, productive work environment.

Executive Business Assistant Job Duties

  • Acting as the primary point of contact for senior leaders.
  • Handle all incoming and outgoing communications, including emails, phone calls, and postal mail, minutes of meetings, ensuring timely responses and forwarding to appropriate departments when necessary.
  • Manage and organize the executive's calendar, including scheduling meetings, appointments, and travel arrangements to ensure optimal time management.
  • Represent specific senior leaders during important meetings and other business related events (if required)
  • Prepare and edit correspondence, reports, presentations, and spreadsheets to support business operations and executive decision-making.
  • Assisting senior leaders with budget management and staff resourcing.
  • Maintain financial records, including processing invoices, tracking expenses and assist with budget preparation and reconciliation.
  • Coordinate and oversee office management tasks, such as ordering supplies, maintaining office equipment, and ensuring a clean and organized work environment.
  • Facilitate internal communication by organizing team meetings, distributing agendas, and taking minutes to ensure all members are informed of important updates and decisions.
  • Assist in project management by tracking progress, coordinating with team members, and ensuring deadlines are met.

Executive Business Assistant Job Requirements

Education:

  • Bachelor's degree, with relevant education on business administration or office management.
  • Formal training programs on business communication, project management, and organizational techniques – represents an advantage.
  • Proficiency in English is a must; any other foreign languages can be considered a plus.
  • Computer literacy is a must.

Experience:

  • Experience on a similar position – min. 3 yrs.
  • Proficiency in software applications, and a strong grasp of business operations are essential.
  • The role demands adaptability, experience in coordinating tasks, managing schedules, and supporting business executives.

Business Assistant Skills

  • Calendar Management:
    Coordinating meetings, appointments, and events with precision ensures no conflicts arise and time is allocated optimally. Attention to detail and proactive communication are necessary to align with executives' schedules and priorities.
  • Report Generation:
    Creating detailed, accurate reports that turn complex data into actionable insights supports strategic planning. Proficiency in data analysis tools and a keen eye for detail are required to maintain the integrity and clarity of the information.
  • Stakeholder Communication:
    Articulating project updates, concerns, and successes clearly and concisely keeps all parties aligned and informed. Plays a critical role in ensuring smooth project progression and strong relationships.
  • Process Optimization:
    Identifying and implementing improvements in business processes leads to smoother, more cost-effective operations. Analyzing existing workflows to find inefficiencies and proposing actionable solutions boosts productivity and minimizes waste.