Executive Assistant

Job description

We are looking for a results-driven Executive Assistant with a demonstrated standard of excellence, to support the CEO and liaise with the other board and team members. This role demands a strong pulse on the tech industry as well as a sense of urgency and ability to work autonomously in a fast paced environment.


The right candidate will have a strong bias for action and the ability to think proactively and strategically. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is imperative.

Requirements

Responsibilities

  • Supports the CEO with daily duties and completes a broad variety of administrative and financial tasks that include managing a calendar of appointments. both personal and professional, expense and cash flow reports and primary accounting paperwork.
  • Manages accounts payable and receivable, maintains relationship with the banks, accounting firms and related partners; assists in potential audits for both our Romanian and US company.
  • Manages payroll, HR, including on-boarding and training new members; maintains relationship with law firms; also in charge of company's internal regulations.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Acts as a gatekeeper, creating win-win situations for direct access to the CEO's time and office.
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. 
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Provides assistance as needed to front desk operations such as answering phones, accepting package and other deliveries, lunchtime relief, office supplies, greeting and signing in visitors or guests.


    Requirements

    • Strong pulse of the tech industry and an interest in business management.
    • Loyalty towards the company.
    • Big lifetime personal goals.
    • Uphold strict level of confidentiality.
    • Familiarity with office gadgets and applications.
    • Desire to constantly improve personal skills.
    • Ability to work under pressure and tight deadlines.
    • Open minded and proactive in resolving situations.
    • Strong interpersonal skills and the ability to build relationships with business partners.
    • Proactively identify needs without being asked.
    • Hard working.
    • Advanced understanding of Microsoft Suite, Google Apps and expense management.
    • Above the average computer typing skills, at least 60 words typed per minute.


    Experience and education

    • Bachelor's degree or equivalent experience with an active interest towards business management and technology.
    • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
    • 3+ years providing support for upper-level management in a related organization (i.e. technology, marketing, management, commerce, manufacturing).
    • Excellent, close to native, English and Romanian verbal, writing, editing, grammatical and research skills. 
    • Knowledge of other languages and international customs is an asset; knowledge of German, French or Spanish is helpful.


    Accountability

    • Reports directly to the CEO.
    • Works directly with the Board of Directors.
    • Works directly with the recruiting companies.
    • Works directly with the accounting companies.
    • Works directly with the banks.
    • Works directly with the law firms.


    Working conditions

    • Position is full time in our Cluj-Napoca headquarters, in Cluj City Center. This job can't be performed remotely.
    • Due to the confidentiality of the work, the functions of this position will be performed in a private office, however temporarily, due to nature of the office space, will be performed in an open space room.
    • Occasional travel, both national and international may be involved.
    • Due to the nature of this position, the need to stay connected will be required.


    Perks and benefits

    • Full time position with attractive salary, plus performance bonuses.
    • Health benefits and other office perks.
    • Free parking spot in the office building.
    • Stock options in our US company, Hasna, Inc.
    • High level of responsibility and autonomy from day one.