Executive Assistant

Job Description

The Headhunter LTD Albania, daughter company of The Headhunter Group, has been entrusted by a worldwide leading real estate development company, renowned for its large-scale developments, to find a driven and experienced Executive Assistant.

Executive Assistant – Albania

ADMINISTRATION AND OFFICE SUPPORT | EXECUTIVE ASSISTANT

Job Summary

To be the primary point of contact for internal and external constituencies on all matters pertaining to the immediate superior, handling information requests, performing clerical functions and fulfilling all administration requirements assigned.

Key Responsibilities

Daily Operations & Management

• Assists the Cluster CEO with organization of their workload, planning meetings, collection, and collation of information.
• Deals promptly and appropriately with all routine correspondence, prioritizes incoming correspondence for attention and prepares draft replies for the Cluster CEO as appropriate.
• Assists the Cluster CEO with other Line activities (including participating and leading projects) as required.
• Ensures information is promptly disseminated as required.
• Develops good co-operative working relationships with other lines as required.
• All work is accurate and professionally presented with deadlines met.
• Is discreet and displays tact, diplomacy, cultural sensitivity and awareness, and effective communication skills.
• Maintains strict confidentiality relating to personnel and business information.
• Act as a positive role model for clerical staff within the Lines and provide clerical leadership and support as required.

Meetings & Documentation

• Provides support to the Cluster CEO in relation to Line and other meetings as appropriate (e.g., prepare agendas, take minutes).
• Attends Service meetings and maintains an accurate record of meeting proceedings. Minutes are to be prepared within 2 working days of the meeting, in accordance with established guidelines.
• Agendas are to be prepared prior to meeting.

Office Administration

• Ensure the office is managed effectively and efficiently.
• The office environment is maintained in a tidy and professional manner.
• A central administrative filing system is established and maintained and kept up to date. Information is easily accessible, and an effective bring-up system operates.
• Office supplies are maintained at an adequate level and equipment is kept in good operating order.
• The telephone is always staffed during normal working hours, and a courteous, informed and prompt reception service is provided.
• Assists in the creation and maintenance of a positive and harmonious environment.
• Provide administrative support to projects as required by the Cluster CEO ensuring achievement of project objectives within agreed timelines.

Training, Quality & Compliance

• Participates in relevant training programs as required, or as approved to enable the best productivity of resources.
• Participates in regular evaluation of own performance with the Cluster CEO.
• Participates in quality program and be a member of quality committee if chosen.
• Follow all relevant organizational HSE and QM policies, processes, procedures and instructions to ensure Health, Safety and Quality compliance in all aspects of work and ensure commitment to a culture of continuous improvement by complying with Quality Management System processes, providing and receiving constructive feedback, to meet quality standards and stakeholder expectations.

Job Knowledge & Skills

• Very good command of English.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

• Minimum 3 years of experience in similar setup (required).
• Minimum 1 years in GCC (preferred).

Competencies

• Collaboration: The process of two or more colleagues working together to complete a task or achieve a goal.
• Accountability: The obligation and willingness to accept responsibility for all actions at work.
• Resilience: Resilience is the ability to adapt to difficult situations and bounce back.
• Quality: The task one completes within an estimated time, with the output satisfying the expectations.
• Leadership: The ability to "lead", influence or guide other colleagues or teams within the organization.

Education

• Bachelor's Degree in Business Administration.

How to Apply

Our client is an Equal Opportunity Employer and welcomes applications from all qualified individuals regardless of gender, nationality, age, religion, or background.

If you meet the requirements and are ready to take on this exciting challenge, please apply directly here.