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. #LI-VB1
Key Accountabilities
Key Accountabilities:
1. 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.
2. 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.
3. 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.
4. Travel Arrangements:
- Plan and book domestic and international travel arrangements.
- Prepare detailed itineraries and handle any changes or issues that arise during travel.
5. Document Management:
- Maintain and organize the CEO or EVP or Chief of Function files, documents, and records.
- Handle confidential information with utmost discretion.
6. Administrative Support:
- Perform general administrative tasks such as expense reporting, supply ordering, and office organization.
- Assist with special projects and research as needed.
7. 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 ManagementBachelor’s Degree
Qualifications
Qualifications:
8. Minimum of 3 years of experience in a similar role
9. Proficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization, demonstrating your ability to juggle multiple responsibilities effectively
10. Proven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organization
11. Flexibility is key to adapting to changing priorities and addressing urgent matters with efficiency
12. Strong organizational skills
13. 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
14. ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way
15. BUILD NETWORK - Forge trust relationships, across departments, and outside the organization
16. CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
17. EARN TRUST - Take everyone's opinion into account and remain open to diversity
18. MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint
19. MANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactions
20. PIONEER CHANGE - Actively embrace change and benefit from the new circumstances
21. PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model
22. 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.