Administrative Secretary/Personal Assistant to Executive Director

Administrative Secretary/Personal Assistant to Executive Director

European Business Association is looking for a responsible Administrative Secretary\Personal Assistant to  Executive Director to ensure efficient office operations, provide assistant support, and assist in planning and organizing the Director's work schedule. The candidate should possess excellent organizational skills, the ability to collaborate in a team, a proactive and adaptable mindset, and a commitment to maintaining high standards in administrative support for the Executive Director. 

Responsibilities:

• Handle phone calls, emails, and other communications promptly and professionally.
• Welcoming visitors to the EBA office, booking meeting rooms or conference rooms.
• Receive, register, and deliver incoming correspondence to responsible employees.
• Implementation of the process of sending outgoing correspondence, including international delivery.
• Work with primary documents - processing invoices, closing payments, forwarding reporting documents to the accounting department.
• Coordinate and schedule meetings, appointments, and events for the Executive Director.
• Order necessary goods and services for the office, searching for contractors, analyzing proposals if necessary.
• Maintain and improve cooperation with contractors - courier service, postal service, technical support of the document management system, etc.
• Quickly grasp new solutions and technologies related to administrative processes.
• Collecting reporting documents and forwarding them to the accounting department.
• Analyzing the guests' stay at the location, meeting room reservations, availability of necessary equipment.
• If necessary, be responsible for the Executive Director's business trips: search for logistics, accommodation, booking and redemption of tickets.

Requirements:

• Higher education.
• At least 1 year of experience in a similar position.
• Excellent communication skills and ability to work in a team.
• High level of organizational skills and attention to detail.
• Ability to effectively manage time and priorities.
• Proficiency in Microsoft Office and other office programs.
• Ability to process a large amount of information and documentation.
• High level of self-organization and responsibility.
• Strong communication skills, both written and verbal, with the ability to effectively interact with individuals at all levels of the organization.
• Fluency in both written and spoken English and Ukrainian.

We offer:

• Official employment.
• Hybrid working (09:00 – 18:00).
• Great team and friendly environment.
• Paid vacations, holidays, sick leave.
• Medical Insurance Individual development plan.
• Office with a bomb shelter.