Jaka Lounge is supporting our client, a renowned group of companies dealing with energetics and innovations. Founded in the field of energetics, this fast-growing consortium is expanding its R&D capabilities and industry reach. We are seeking a stable and reliable individual to assist one of the company’s executives in the role of Personal Assistant.
Responsibilities:
- Provide comprehensive support to the executive–managing schedules, appointments, and travel arrangements with meticulous attention to detail.
- Serve as the primary point of contact between the executive and internal/external stakeholders, demonstrating professionalism and discretion. Facilitate smooth communications with other executives, managers, and employees; as well as with external parties such as media, customers, and the public.
- Have access to the executive’s email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Coordinate and facilitate internal and external meetings so that they run efficiently and effectively. This may include scheduling meeting times, making travel arrangements for attendees, preparation of agendas, materials, follow-up on action and ensuring that various meeting amenities are available, for example equipment, food, and drinks.
- Anticipate the needs of the executives and proactively address any potential challenges or opportunities.
- Handle confidential information with the utmost integrity, ensuring all communications and data are managed securely.
- Assist in special projects, both business-related and personal, ensuring timely and successful completion.
- Maintain the executive’s office and accounting records; monitor, review, and approve standard expenditures to ensure that the activities of the office are conducted within established budgets.
- Manage the day-to-day operations of a variety of office services to ensure that the organization’s current and future administrative needs are met efficiently, reliably, and economically. These activities may include: documentation management, office supplies, equipment, and inventory; administrative assistance; fleet management; cleaning and maintenance services; cafeteria and recreation services; facilities management; and reception and communication systems.
Requirements:
- Bachelor’s degree in business administration or another relevant field
- Proven experience as an Executive Personal Assistant or in a similar role supporting senior executives
- Exceptional organizational and time management skills, with the ability to prioritize and multitask effectively
- Strong interpersonal and communication skills, both written and verbal
- High level of discretion and confidentiality
- A polite and well-mannered demeanor, with a broad education and general cultural awareness
- Proficiency in Microsoft Office and tech savvy
- Ability to work independently and as part of a team, with a proactive and positive attitude
- Flexibility to adapt to changing priorities and handle unexpected challenges with poise
- English language – a minimum of B2 level, according to EU framework
- Driver’s license B category would be a plus
- Additional inputs: While this role does not involve much travel, flexible working hours are required.
If you are interested in the position described above and are ready for a challenging role, we would be delighted to receive your application.