RINA is currently recruiting for a Executive Assistant - Categorie protette legge 68/99 to join its office in Genoa (Italy) within the Strategy & Innovation Division.
Mission
As the Global Strategy & Innovation Executive Assistant you will play a vital role in managing the executive's schedule, coordinating meetings, and ensuring smooth day-to-day operations. This position requires a proactive individual with exceptional organizational skills and the ability to handle sensitive information with utmost discretion.
Key Accountabilities
Key Accountabilities:
* Calendar Management:
* Maintain and manage the CEO or EVP or Chief of Function complex and dynamic calendar.
* Schedule and confirm meetings, appointments, and events.
* Coordinate and prioritize the CEO or EVP or Chief of Function daily activities to ensure efficient use of time.
* Meeting Coordination:
* Organize and prepare materials for meetings, including agendas, presentations, and reports.
* Take minutes during meetings and distribute them to relevant stakeholders.
* Ensure all technological needs for meetings (e.g., video conferencing) are met.
* Communication Management:
* Serve as the primary point of contact between the CEO or EVP or Chief of Function and internal/external stakeholders.
* Screen and direct phone calls, emails, and correspondence.
* Draft, review, and send communications on behalf of the CEO or EVP or Chief of Function.
* Travel Arrangements:
* Plan and book domestic and international travel arrangements.
* Prepare detailed itineraries and handle any changes or issues that arise during travel.
* Document Management:
* Maintain and organize the CEO or EVP or Chief of Function files, documents, and records.
* Handle confidential information with utmost discretion.
* Administrative Support:
* Perform general administrative tasks such as expense reporting, supply ordering, and office organization.
* Assist with special projects and research as needed.
* Relationship Management:
* Build and maintain positive relationships with internal staff and external partners.
* Represent the CEO or EVP or Chief of Function in a professional manner at all times.
Education
High School Diploma/GED in Business Administration Finance Management
Bachelor’s Degree
Qualifications
Qualifications:
* Minimum of 3 years of experience in a similar role
* Proficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization, demonstrating your ability to juggle multiple responsibilities effectively
* Proven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organization
* Flexibility is key to adapting to changing priorities and addressing urgent matters with efficiency
* Strong organizational skills
* Fluency in Italian and a good command of English are mandatory to effectively communicate and engage with a diverse range of stakeholders across the organization
Competencies
* ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way
* BUILD NETWORK - Forge trust relationships, across departments, and outside the organization
* CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
* EARN TRUST - Take everyone's opinion into account and remain open to diversity
* MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint
* MANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactions
* PIONEER CHANGE - Actively embrace change and benefit from the new circumstances
* PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model
* THINK FORWARD - Capitalise on experiences and translate them into action plans for the future
With over 5,800 employees and 200 offices in 70 countries worldwide, RINA is a multinational player which provides certification, marine classification, product testing, site supervision and vendor inspection, training and engineering consultancy services across a wide range of sectors. Our business model covers the full process of project development, from concept to completion. The aim is to guarantee a project’s technical, environmental and safety - and sometimes also economic and financial - sustainability.
At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. We are also compliant to the Italian Law n. 68/99.
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