Senior Assistant & Office Operations Responsible (F/M)

In this role, you will provide high-level administrative and organizational support to the management team while coordinating key site-related processes. Working closely with internal and external stakeholders, you will help ensure effective communication, timely execution of management directives, and the smooth coordination of administrative, procurement, Health & Safety, and access management activities.

Responsibilities

Executive & Management Support

• Manage calendars, meetings, and priorities for the management team
• Prepare, coordinate, and follow-up on management meetings, including agendas, presentations, minutes, and action tracking
• Coordinate internal and external meetings, visits, events, and management activities
• Prepare and consolidate management reports, presentations, correspondence, and other business documents
• Ensure timely follow-up of management decisions, actions, and deadlines
• Coordinate communication and information flow between management and internal/external stakeholders
• Organize business travels, travel arrangements, and related administrative activities
• Support management reviews, workshops, company events, and other management activities
  
  

Site Administration & Procurement

• Manage the site consumables budget and ensure effective cost control
• Coordinate sourcing and purchasing of office, site, and general consumables within defined budgets and purchasing procedures
• Monitor consumption, costs, orders, and inventory levels and identify opportunities for cost optimization
• Coordinate quotations, purchase orders, deliveries, and invoice-related activities for assigned categories
• Ensure availability of required consumables and services for the smooth operation of the site
  
  

Health & Safety Coordination

• Act as the administrative coordinator for site Health & Safety activities
• Coordinate and maintain Health & Safety documentation, records, training, and required follow-up activities
• Support compliance with applicable company Health & Safety requirements and procedures
  
  

Time & Access Management

• Act as the central coordination point for time and access management topics
  
  

General Coordination & Administration

• Coordinate information and activities across different departments where required
• Identify opportunities to simplify and improve administrative workflows and coordination processes
• Maintain a high level of confidentiality when handling personnel, management, financial, and business information
  
  

Candidate profile

Education

• completed commercial, business administration, office management, or comparable vocational training. Additional qualifications in business administration or executive assistance are an advantage
  
  

Professional Experience

• Several years of relevant experience in executive assistance, management support, office management, or a comparable coordination role. Experience working in an international environment is an advantage. Experience supporting senior management and handling confidential information
  
  

Skills & Competencies

• Excellent organizational and time-management skills
• Strong ability to prioritize multiple tasks and manage deadlines independently
• Professional communications skills, both written and verbal
• Strong attention to detail and high level of reliability
• Ability to work independently and proactively anticipate management needs
• Strong interpersonal and stakeholder-management skills
• Discretion and ability to handle sensitive and confidential information
• Strong proficiency in M365 tools, particularly Outlook, Teams, PowerPoint, Word, and Excel.
• Ability to prepare professional presentations, reports, meeting documentation, and management communications
• Fluent business English
• Ability to operate effectively in a fast-paced and changing business environment
  
  

Personal Attributes

• Proactive and solution-oriented
• Structured and dependable
• Professional and service-oriented
• Comfortable interacting with different levels of the organization
• High degree of ownership and accountability
  
  

What We Offer

• Hybrid working model and flexible working hours
• International projects and collaboration with colleagues across Europe, Asia, Africa and the Americas
• Opportunities to contribute to the digitalization and continuous improvement of global business processes
• Professional development through training programs, certifications and internal career opportunities
• Attractive compensation package including 13th salary and meal vouchers
• Comprehensive benefits package covering medical services, sports & wellness, culture, education, tourism and more
• Modern working environment in the heart of Sibiu
• Long-term career opportunities within a stable international technology group
  
  

About Marquardt Business Services

Marquardt Business Services is the global shared services organization of the Marquardt Group, supporting business functions and operations worldwide.

From Sibiu, our teams deliver expertise in Finance, Controlling, Human Resources, Purchasing, IT and other support functions, contributing to the efficiency, digitalization and continuous improvement of global processes.

Working in an international environment, our employees play an active role in shaping solutions that support more than 8,000 colleagues across the Marquardt Group.

About Marquardt Romania

Marquardt is a globally operating family-owned technology company with more than 8,000 employees worldwide. In Romania, our Production facilities, R&D Center and Business