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Executive Assistant

Our client is an international manufacturer and supplier of equipment for the for the railway industry founded in 1919 that has subsidiaries in more than 24 countries.

Due to strong development in Russia our client is looking for an Executive Assistant to join the team.

The Executive Assistant is responsible for defined work or projects with moderate complexity. In this role you will follow an individual work plan and meets day-to-day short-term objectives and resolve issues through immediate action or short-term planning.

 

Responsibilities:

- Provide overall office management and administrative duties such as phone coverage, call screening, memos and letters to the executive

- Responsible for the life inside the office (cancelery, relation to lessors, phone bills, relation to travel agencies…)

- Provide assistance to the accounting department to compile all documentation and transfer to departments based in Saint Petersbourg for LLC and Moscow for Representative Office

Proactively coordinate the executive’s calendar, which is comprised of a heavy meeting schedule and extensive travel

Plan, schedule, and arrange business meetings and travel itineraries; maintain passport and visa requirements – registration requirements; prepare and reconcile MD expense accounts for the two entities under management

- Direct business contacts to appropriate managers

Prepare presentations, reports, spreadsheets, meeting minutes and other business information

- Assist in managing expense accounts and budgets

Provide discrete and confidential coordination of sensitive company information

Use discretion in interfacing with all levels of individuals, internally and externally

Anticipate needs and accomplishes responsibilities without direction

Prepare, evaluate, and edit incoming and outgoing communications for the executive –Responsible for archiving all correspondence

 

Requirements:

Bachelor’s degree

Minimum of 5+ years of experience in an assistant position

Strong organizational skills and exceptional attention to detail and accuracy

Ability to prioritize and anticipate needs

Ability to maintain confidentiality of highly sensitive information

Ability to deal with ambiguity and handle stressful and difficult situations with composure

Ability to balance workload under short deadlines and changing priorities in a fast paced environment

Ability to maintain absolute security of highly confidential information

Internet proficiency and knowledge of web-based applications

Strong computer skills with proficiency in Microsoft Applications (PowerPoint, Word, Excel)

- Strong oral and written communication skills

Strong interpersonal and leadership skills

Willingness and ability to work a flexible schedule when necessary

Fluent English – Ability to translate during meetings – French or German would be a plus.

Good presentation and good level of culture (during discussion/negotiations with partner/customers can interfer positively) 

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To apply please do send us your CV : atsal@atsal.com

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