Management Assistant and Corporate Secretarial

Responsibilities / Tasks

Management Assistant Area:

• Prepare appropriate documents and presentations ahead of meetings and travels
• Deal with letters and corresponding (email, mail, phone calls) on behalf of the Head of BU, , filtering requests and forwarding them to the appropriate, managing priorities and ensuring that important information is transmitted promptly
• Produce annual calendar and schedule company-wide events in collaboration with Marketing Department
• Distribute meeting invites and all relevant information to members of the Management Committees (Innovation, Q&HSE, etc) and all Governance Meetings
• Arrange & facilitate meetings, calls & video conferences
• First point of contact to deal with correspondence meetings, and diary management of BU Head
• First point of contact among clients and other external partners, employees
• Build relationships with key stakeholders across the Group being a reliable and effective point of contact
• Takes active role in the coordination of meetings and company-wide events including off-sites, strategy days, team buildings, conferences, Christmas events, and any other ad hoc events
• Stay up to date with new methods and best practices in the role
• Arrange all travel itineraries, visas, accommodation, flights, trains and transfers primarily for BU Head and partially for direct report
• Create & process expense & travel expense reports
• Support communication, in alignment with internal stakeholders (Hr, Marketing)

Corporate Secretarial Area:

• Arrange the Board meetings, preparing agenda, documentation, convening of members, and drafting meeting minutes.
• Maintain and update corporate books (shareholders' register, Board of Directors meeting minutes book, shareholders' meeting minutes book), in compliance with current regulations.
• Manage ordinary and extraordinary corporate filings (filing of financial statements, communications to the Companies Register, etc.) and  Powers of Attorney and Delegations.
• Archive and preserve corporate documentation, ensuring proper management and data confidentiality.
• Manage relations with competent authorities (Chamber of Commerce, etc.).

Your Profile / Qualifications

Qualifications and skills required

• Bachelor's Degree in Economy, Communication or Social Sciences.
• 7+ years experience in similar roles
• Full Microsoft Office knowledge (Word, Excel, PowerPoint, and SharePoint)
• Proficient knowledge of English (minimum B2)
• Knowledge of other languages will be ideal (German, French, Spanish)
• Knowledge of various video-conferencing systems
• Strong written and oral communication skills
• Proficiency in document management (workflow, quality control, and distribution).

Personal profile

• Discrete
• Empathic and active listener
• Proactive, takes initiative in a time-sensitive situation
• Strong interpersonal skills and ability to develop good working relationships
• Organized with ability to plan ahead
• Excellent time management skills
• Flexible
• Remains calm under stressful situations
• Teamwork expresses a positive attitude, and encourages team engagement
• Available to travel within the Country and abroad

Please upload your CV written in English.

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