Secretary/Office Assistant

Job purpose:

• Serves visitors by greeting, welcoming, and directing them appropriately;
• Notifies company personnel of visitor arrival;
• Duties include offering administrative support across the organisation.

Key Responsibilities:

• Covering the telephone exchange: receiving and transferring the incoming calls, taking messages when staff not available;
• Welcoming the visitors and announcing to relevant Company staff;
• Liaising with building maintenance and third party office services’ providers for routine service and unexpected issues;
• Maintaining common office areas including conference rooms and the kitchen by refilling coffee machines, performing basic clean-up duties, etc.;
• Liaising with office suppliers, preparing lists with necessary supplies, placing orders for stationary, water supply, protocol, couriers, toners;
• Ordering fruit, setting up the kitchen, managing the quantities;
• Receiving the company’s mail and fax documents and registering on Document Management System, the incoming mail, invoices, the newspapers, and distributing to staff;
• Archiving offline and online documents for legal, audit, or historical purposes based on requirements and procedures;
• Courier - ensuring that urgent and important documents are delivered in good time;
• Updating calendars and schedule meetings; ensure administrative support for meetings;
• May assist all staff with travel arrangements;
• Performing other secretarial duties such as basic correspondence, filing, photocopying, transcribing and faxing;
• Scanning and uploading the documents accordingly to Company requirements;
• Liaising with housekeeper for different needs and suppliers connection.

Requirements:

• University graduate or student
• Good written and verbal skills in English
• Excellent organisational and time management skills

• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages

• Ability to priorities tasks and work under pressure
• Good team working skills

• Excellent interpersonal, oral and written communication skills
• Attention to details
• Flexibility and adaptability to changing workloads
• Problem-solving approach to work

Working conditions:

• Working schedule: 8:30 – 17:00
• Undetermined labor contract
• Location: Charles de Gaulle/Aviatorilor area, Bucharest
• Net salary: 2500 – 3000 RON depending on level of expertise
• One meal per day paid by the company (25 lei/day)
• Monthly public transportation ticket paid by the company