Administrative Assistant

Job Description

We are seeking a highly organised Administrative Assistant to support the operational needs of the few Leaders within the organisation. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support.

This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team. If you are committed to excellence and thrive in a fast-paced environment, we would like to hear from you.

Key Responsibilities:

• Diary, meeting and email management: Maintain day-to-day diary schedules and manage extensive email communications, ensuring the CRO is on time and prepared for meetings, including preparing briefing documents. Additionally, act as a backup in responding to forwarded emails of the CRO in exceptional cases (when availability is limited).
• Meeting Coordination: Support and manage the schedule of meetings on teams, internal and external physical meetings, including room bookings and preparing necessary documents, while liaising with key stakeholders.

• Document Preparation: Create and edit presentations, reports, and documents using PowerPoint, Excel, and Word.
• Financial Administration: Process and review expenses and other financial requests for the CRO US&A, ensuring adherence to company policies.
• Travel Arrangements: Manage complex travel itineraries, including flights, accommodations, and ground transportation for the CRO US&A.
• Flexibility: Available for support outside standard office hours when necessary.

Qualifications

• High level of education
• A minimum of five years’ experience in a similar administrative position for a sales leader
• Experience working in the software/technology industry is an advantage
• Previous experience of working within a sales organisation is strongly preferred
• Excellent written and verbal communication skills
• Competent with Microsoft Office packages, particularly Word, Outlook and PowerPoint
• Proven history of supporting remote, global leaders across different time zones is preferred
• Ability to manage multiple tasks on time and schedule.

Personal skills and qualities:

• Good interpersonal skills and able to build relationships through remote engagement
• Comfortable working on a central European Timeline
• Uses initiative with minimal supervision
• Strong communication and interpersonal skills, capable of working with senior executives and external stakeholders.
• Discretion and confidentiality in handling sensitive information.
• Problem solver with can do attitude
• Dedicated to the quality and accuracy of projects from inception to completion

• Reliable, trustworthy and ability to maintain confidentiality at all times
• Can manage a heavy workload with strict deadlines
• Excellent organizational skills with the ability to priorities, multi-task and co-ordinate workloads and work under pressure to meet deadlines
• Good time management skills
• Flexible and willing to take on ad-hoc tasks
• Comfortable working independently and as part of a team

Technical skills:

• MS Office applications – excellent level
• Good IT skills and the ability to produce reports and manage data
• MS Office

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