Personal Assistant
Colt Technology Services
Sibiu, Romania
3 zile în urmă

The Executive Assistant is responsible for providing first class executive support to two senior leaders within the organisation at VP or Senior Director level.

This role requires excellent organisational skills along with a pro-active and professional approach. Establishing and maintaining stakeholder relationships across the business and global teams is essential for this role alongside strong communication skills, attention to detail, diplomacy, confidentiality and sound judgement.

Key accountabilities

  • Manages the extremely active diaries of the leaders, maximising the use of executives’ time and exercising discretion at all times
  • Completes a broad variety of administrative tasks for the senior leaders, including completing expense reports, managing approvals, and producing reports and business presentations to a high standard using appropriate templates
  • Arranging complex and detailed travel plans, itineraries, agendas and compiling documents for meetings
  • Plans, coordinates and ensures the leader’s schedule is followed and respected, acting as a gatekeeper as needed
  • Ensures the leaders are appropriately prepared with all relevant information before meetings : booking meeting rooms, sourcing reports and briefings, proactively considering likely agenda topics of future meetings etc.
  • Attends key meetings, prepare agendas, takes minutes, keeps time, circulates action lists, and identify follow-up actions and owners
  • Communicates directly, on behalf of the leader, with senior management team members and other employees, on matters related to the leader's function
  • Provides assistance and support to the wider teams on onboarding of new starters
  • Using delegate access, reconciles and approves hiring requisitions, expenses, invoices, contractor time and annual leave requests, keeping track of team holiday
  • Provides a bridge for smooth communication between the leader and internal departments; demonstrating leadership to maintain credibility, trust and support with staff
  • Provides leadership to build relationships critical to the success of the organisation, and manages a variety of special projects for the leader
  • Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Maintains discretion and confidentiality at all times
  • Co-ordinates and attending team meetings, taking actions where required, following up on action plans
  • Supports with the planning of events as needed to support the leader, including team building sessions and external team-led events
  • Work successfully in a team environment and build effective relationships with other Assistants throughout the organisation
  • Role specific requirements

    Skills & Experience

  • Provides a bridge for smooth communication between the Managers and internal departments
  • Works closely and effectively with stakeholders to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintains discretion and confidentiality at all times
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
  • Available for travel to support at major events as required and flexibility to cover appropriately when Managers are in different time zones.
  • Qualifications

  • Previous experience of working as a PA or team assistant for senior stakeholder required
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • What we offer :

    Colt is a growing business that is investing in its people. We offer skill development, learning pathways and accreditation to help our people perform at their best, regardless of role and location.

    In addition to offering competitive salaries and incentive plans, a range of benefits and local rewards packages are offered to staff.

    Colt recognises the importance of a work life balance.

    Some benefit examples are :

  • Flexible working and relaxed dress code
  • Two days annually to spend on volunteering opportunities
  • Private medical insurance
  • Access to a virtual business school for on-going learning
  • Business mentoring
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