Executive Assistant

Job Title: Business Support Executive

Location: Bucharest, Romania

Work Arrangement: Hybrid model, averaging one day per week from the office. There may be instances requiring up to four consecutive office days, which can be balanced with additional WFH days over the following weeks.

Working Hours: Business Hours (Mon-Fri) Romania time

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Business Support professional to provide comprehensive administrative support across multiple levels of the organization, from individual contributors and people managers through executive management.

The role will be responsible for calendar and meeting coordination, travel arrangements, administrative processes, expense and purchase order support, and assistance with business activities and events. The ideal candidate will be comfortable managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism, confidentiality, and attention to detail.

Key Responsibilities:

• Calendar Management: Manage and coordinate calendars, including scheduling internal and external meetings, calls, and appointments while proactively addressing scheduling conflicts.
• Travel Coordination: Plan and coordinate business travel, including flights, accommodation, ground transportation, and related arrangements as required.
• Meeting & Event Coordination: Coordinate logistics for in-person and virtual meetings, customer engagements, and business events, including meeting rooms, catering, transportation, and dinners when required.
• Administrative Support: Provide day-to-day administrative support, including purchase order creation, expense report preparation and submission, and other business support activities.
• Business & Project Support: Assist with business initiatives, customer events, and special projects, helping coordinate activities, track deliverables, and ensure timely completion.
• Policy & Process Compliance: Ensure administrative activities are completed in accordance with applicable company policies and processes, including travel, expenses, procurement, and purchase orders.
• Stakeholder Coordination: Work effectively with internal teams, external stakeholders, and business partners to support smooth day-to-day operations.
• Confidentiality: Handle sensitive business and organizational information with appropriate discretion and confidentiality.

Qualifications:

• Proven experience in Business Support, Executive Assistance, Administrative Support, or a similar role.
• Experience supporting multiple stakeholders, including people managers and senior leaders.
• Excellent organizational, prioritization, and time-management skills.
• Proactive, self-motivated, and able to work independently with limited supervision.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and other standard Microsoft 365 applications.
• Strong attention to detail with effective problem-solving skills.
• Ability to manage confidential and sensitive information appropriately.
• Ability to adapt quickly to changing priorities and work effectively in a fast-paced environment.

Preferred Qualifications:

• Previous experience supporting senior leaders or executive management.
• Previous experience working within Microsoft or a similar large, global technology organization.
• Familiarity with corporate travel, expense management, procurement, and purchase order processes.
• Experience coordinating customer meetings, events, or other business engagements.
• Knowledge of the technology industry and experience working with global, cross-functional teams.