Executive Assistant

Athens / Warsaw / Sofia

Overview of role:

The Executive Assistant is responsible for providing support to a Temenos Executive/Senior Manager.

This can include managing their schedule (arrange meetings, make outside appointments, coordinating conference calls etc.), review and prepare correspondence with discretion, assist in preparing reports and presentations, handle information requests, conduct information research, receive high level visitors to Temenos offices, and handle travel arrangements (book flights, accommodation and other means of transportation).

The role may also include acting on behalf of the Regional Manager within the region, running various internal projects on request of the Regional Manager and carrying out other tasks as assigned within the region supporting the activities of Regional Management. The Executive Assistant is also expected to assist and train more junior Administrative Assistants.

Responsibilities and accountabilities

• Proficient in the competencies required for the role, and work is performed independently within established procedures and customs. May act as a mentor to more junior administrators.
• Manage and maintain the daily schedule of the executive/senior manager, schedule both external and internal meetings (liaise with other managers’ assistants), arrange and set-up teleconferences, and maintain a calendar of “social occasions” in lieu with clients and industry specific events.
• Handle incoming and outgoing phone calls and transmit relevant feedback.
• Prepare, draft and handle internal and external correspondence, memos, notes etc. with discretion, open and analyze incoming correspondence (mail, email, fax etc.), determine their significance and plan for their distribution and reaction, and follow up on outstanding commitments. Handle visa requests and process incurred expenses.
• Prepare presentations, financial and corporate reports, invoices, and other official and unofficial documentation and communication.
• Make travel arrangements, book flights and accommodations, and arrange for other transportation if required,
• File and retrieve reports, records and documents in a reliable and convenient way by maintaining an efficient and transparent filing system
• Welcome and greet clients and visitors, and when appropriate, determine if they should gain access to the specific individual.
• Where applicable, make arrangements for Regional Management Meetings, prepare and coordinate agendas and material, and administer other amenities if and when required, and organize receptions and seminars hosted by the executive/senior manager.
• Assist and train more junior Administrative Assistants, and act as a mentor where applicable.
• Perform such other duties, functions and services, consistent with status or vocational ability, as may from time to time be required.

Knowledge, skills and abilities:

• Educational & Proficiency level: Diploma of secondary commercial school, secretarial diploma or equivalent. Ideally 4 years or more experience in a similar role. Previous experience in supporting a senior staff member, in software/banking environment is a plus.
• Technical knowledge: Good knowledge of MS Office environment: especially in Word, Excel and PowerPoint, Outlook and good internet skills are a must.
• Other: Excellent communication skills, influencing and consulting skills, planning and organizing skills, problem analyzing and solving, sense of urgency and commitment, capable to work independently, commitment to highest quality, confidentiality awareness, stress resistant, ability to multi task, and be flexible and adaptable to the needs of the role. Ability to travel is a must.
• Language: Excellent command of English and local country language as appropriate.

Should you wish to apply for this role please send your cv to ddemange@temenos.com

- End -