Executive and Administrative Assistant

EXECUTIVE AND ADMINISTRATIVE ASSISTANT

BUCHAREST

ENGIE GBS

One of the world's leading energy companies, ENGIE is present across the entire energy chain, in electricity and natural gas, from upstream to downstream. By placing responsible growth at the heart of its businesses (energy, energy services and the environment), its mission is to meet major challenges: meeting energy needs, ensuring security of supply, combating climate change, and optimising the use of resources.

GBS is part of ENGIE, partnering with the support functions for the ENGIE's Business Units and Corporate. It currently has 7 Business Support functions: purchasing, consulting, finance, real estate and logistics, legal, human Resources, information systems. By 2025, GBS is ENGIE's "transition maker" for support function excellence. Amplifying ENGIE's net zero mission, we provide a competitive edge through efficient operations, strategic resource allocation, and pioneering in culture and technology.

What you will do:

The Executive and Administrative Assistant will play a very important dual role within the GBS organization. As an Executive Assistant, the individual will provide comprehensive administrative support to senior management, including managing calendars, booking travel, and organizing meetings and events. As an Administrative Assistant, this person will be responsible for overseeing office facilities management, ensuring the smooth operation of the office environment, and acting as the receptionist for the local GBS center.

This is a 100% office-based role, ideal for someone highly organized, detail-oriented, and capable of managing multiple priorities. The role requires a proactive and professional individual who is able to support senior leaders while ensuring the office environment runs efficiently.

          Executive Assistant Duties:

• Travel Coordination: You will handle all aspects of travel arrangements for the Romanian GBS including booking flights, hotels, transportation, and preparing travel itineraries.
• Meeting & Event Organization: You will organize and prepare meetings, conferences, and team-building events. This includes booking rooms, preparing agendas, coordinating attendees, and ensuring logistical requirements are met.
• Calendar Management: You will manage and coordinate the calendars of senior management, ensuring efficient scheduling of meetings, events, and appointments.
• Correspondence & Communication: You will act as the first point of contact for senior management, handling incoming communications, and ensuring prompt responses to emails and calls.
• Document Preparation: You will assist in preparing presentations, reports, and other documentation for internal and external meetings.
• Expense Management: You will assist with the submission and reconciliation of expense reports for the Romanian GBS.

Administrative Assistant Duties:

• Office Receptionist: You will serve as the receptionist for the local GBS center, greeting and assisting visitors, handling incoming calls, office correspondence and managing the office's general email inbox.
• Documents management: You will be responsible for keeping and dispatching incoming or outgoing documents, archiving when necessary and keeping records of managed documents.
• Room Booking: You will manage the scheduling and booking of meeting rooms for internal teams, ensuring availability and proper setup for meetings and events.
• Vendors Coordination: You will oversee the daily operations of the office, acting as single point of contact for vendors, ensuring that all office equipment, supplies, and facilities are functioning properly and well-maintained. You will be responsible for confirmation of the facility and other services provided by the vendors within location. Also, you will liaise with external vendors for planning and oversee office maintenance, cleaning, other services and supply needs, ensuring timely and quality services. You will coordinate and schedule, with service providers, on site interventions (emergencies scheduled) and formally confirm their performance.
• Health & Safety Compliance: You will ensure that the office environment adheres to health and safety standards, coordinating any necessary inspections or certifications and permanently ensure that the specific rules are always followed.
• Emergency situations: You will oversee compliance with the rules applicable to emergency situations and coordinate the exercise or evacuation in emergency cases.
• Facilities Improvement: You will identify opportunities to enhance office efficiency, including workspace optimization, furniture or equipment upgrades, and process improvements. Also, you will collect feedback from employees about office environment.

Desired education, expertise, and skills: 

• Bachelor’s degree or equivalent in Business Administration, Office Management, or a related field is preferred;
• 3+ years of experience in a similar role, with a strong emphasis on executive support and office administration;
• Experience in managing travel, calendars, and coordinating facilities-related activities;
• Previous experience as a receptionist or front-office manager is highly desirable;
• Vendor Management: Experience working with third-party service providers to manage office maintenance, supplies, and other facilities-related activities;
• Proficiency in Office Software: Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other scheduling or office management software.
• Health & Safety Awareness: Knowledge of health and safety regulations and the ability to ensure compliance within the office environment;
• Tech-savvy: Familiarity with managing office equipment, such as printers, projectors, video conferencing systems, and booking systems for meeting rooms.
• Organization & Time Management: Exceptional organizational skills, with the ability to manage multiple priorities and tasks efficiently.
• Attention to Detail: A high level of attention to detail is required, particularly when scheduling, managing travel, and preparing documents.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders at all levels.
• Problem-solving: A proactive and resourceful approach to resolving issues related to office operations, scheduling, and facilities.
• Confidentiality: Ability to handle sensitive information with discretion and maintain a high level of confidentiality.
• Adaptability: Flexibility in handling last-minute requests and changes in a fast-paced environment.
• Customer Service Orientation: A warm and welcoming attitude towards both visitors and internal staff, ensuring a positive experience at the front desk;
• French language preferred;

Benefits:

•  
• Private health insurance for you and your family;
• Opportunities for ongoing personal and professional development;
• Meal tickets;
• Work-life balance;
• Annual extended holiday entitlement, depending on the length of employment;

Only candidates selected for interviews will be contacted.

If you decide to send us your personal information in order to apply for this position, please be aware of our job candidate GDPR Data Privacy Notice: https://www.engie.ro/wp-content/uploads/2022/09/ER_Nota-de-informare-Candidati.pdf.

ENGIE is an Equal Opportunity Employer. Our commitment is unwavering: we do not discriminate based on race, color, age, sex, religion or religious creed, national origin, marital status, gender expression, genetic information, sexual orientation, ancestry, mental or physical disability, military or veteran status, or any other characteristic protected by law.