Office Manager and Executive Assistant BrightPoint is a talent acquisition agency founded by entrepreneurs with over 15 years of experience in investment advisory and management consulting. The team includes experienced and energetic young professionals with achievements
proven through the years – more than 500 closed positions and over 95% recruitment success rate. Our services include recruitment, headhunting, talent acquisition, and employer branding, in terms of sectors focus is on experts &
management and information & communication technologies.
For one of our clients - a multinational company with shared services center in Sofia, we are looking to hire an Office Manager and Executive Assistant to manage all administrative aspects on a daily basis and provide direct assistance
to both the Executive Director and COO. A broad variety of daily tasks, including, but not limited to: managing an extremely active calendar of appointments; composing and preparing correspondence, reports, and presentations that
contain sensitive information; arranging complex and detailed travel plans and agendas. Кеy responsibilities Office Management
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
- Develop office policies and procedures/ office administrative systems such as BOX, access system for the office etc.,and ensure they are implemented appropriately.
- Represent the office by welcoming visitors, and arranging company dinners and other corporate event.
- Manage office budgets, rental contracts, contacts for supplies, clients, deliveries etc. regarding the office.
- Identify opportunities for process and office management improvements, and design and implement new systems.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Serve as a liaison with internal staff at all levels, affiliate organizations, government offices, and other agencies.
- Manage office supplies inventory and place orders as necessary.
- Actively support office onboarding and offboarding process for all employees located in Sofia.
- Organize and coordinate events.
Executive support
- Manage the calendar and appointments of both directors.
- Arrange extensive global travels and meetings by developing agendas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations, arranging international visas, and passport renewal.
- Coordinate and organize meetings, conference calls, and video calls, including coordinating all necessary logistics.
- Assist with PowerPoint presentations, Excel or Word documents (i.e. typing, formatting, printing, and binding).
- Maintain and update action lists and follow up on timely completion of action items.
- Proofread and edit letters, reports and presentations and preparation of correspondence.
- Manage documents and control; printing and binding of documents/reports.
- Prioritize documents to be signed by both directors.
- Prioritize email replies that have to be made by the Executive Director and COO. Replying to the non-priority mails will usually fall to the Executive Assistant.
- Screen incoming calls, take notes of essential information and prioritize the calls to be returned by both directors.
- Update the executives outlook contact databases with business cards collected at meetings.
- Anticipate the Directors’needs and proactively bringing together appropriate people and resources to support the executive in addressing these issues.
- Effectively handle Board of Directors related activities and communication.
Qualifications and Skills
- Master’s degree – BA, MBA or similar business related education.
- 3+ years experience in an international company supporting C-level executives.
- Bulgarian and English proficiency(written and verbal).
- Proficiency in MS Office with solid skills in Word, Excel, PowerPoint and Outlook.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and little direction.
- Ability to prioritise workload and work independently.
- Very strong interpersonal skills and sensitivity toward cultural diversity with the ability to build relationships with stakeholders, including staff, board members and external partners.
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