Executive Assistant

Sell & Operate, Full-time, Poland
This role has been filled
The Role:

The role requires the ability to work in a dynamic environment, while maintaining professionalism, and a helpful and friendly manner. The candidate will need to be flexible as they may be required to respond to urgent matters outside standard working hours.
The successful candidate should have experience of working in large international organizations supporting senior executives. They will be able to demonstrate strategic multi-tasking, speed, decisiveness, and meticulousness.
The candidate will work independently on the completion of tasks to assist the CEO. This includes effective management of diary and to do lists, providing administrative support and coordinating internal and external communication.
The candidate will be required to handle sensitive information, and as such must be able to maintain confidentiality. All tasks require information to be maintained at the highest levels of accuracy enabling confidence in their ability to reconcile and report activities.

Key Responsibilities

  • Calendar management, including coordination of internal and external meetings across international time zones, keeping ahead of scheduling conflicts.
  • Arranging internal and external meetings, calls, events, and conferences, sending calendar invitations.
  • Setting up and connecting video conferences and conference calls and consulting with IT to test more complex requirements.
  • Preparing daily and weekly agenda, sending reminders ahead of calls and meetings.
  • Managing Employment To Do lists, highlighting the most urgent requests pending CEO’s approval.
  • Managing sales To Do list, liaising with legal department and sales team to ensure the lists are up to date, highlighting priorities and deadlines, sending reminders.
  • Acting as point of contact between the CEO, other directors, clients, and business partners.
  • Assisting with travel and hotel bookings, visa application process, car bookings, organizing      payment for hotel stays.
  • Keeping internal records of clients, business partners and their assistants, their contact details and office location.
  • Coordinating with the ION Front Of House teams to ensure impeccable service is provided to the CEO and all his needs and requirements are met during his visits. 
  • Day-to-day execution of tasks assigned by the CEO.

Required Skills, Qualifications and Experience

  • Social/Personal skills:
  • Polite and courteous, with the ability to deal with a wide range of people and respond calmly and effectively.
  • A desire to deliver work of the highest quality and find ways to continuously improve the service provided.
  • Anticipating needs and potential obstacles and providing solutions.
  •  A diligent approach to the completion of all tasks.
  • Self-motivated with the ability to prioritize and manage and organize time effectively.
  • Discretion and professionalism when dealing with confidential and sensitive information.

  • Technology Skills:
  • Proficient in Microsoft Office tools
  • Ability to work with diverse technology (Video Conferencing, Meeting Room Bookings, etc.)

  • Experience and language skills:
  • At least 1 year of experience as Executive Assistant or Administrative Assistant.
  • Excellent verbal and written communications skills.
  • Proficient in written and spoken English (level C1 or higher).
  • Proficiency in written and spoken Italian would be a benefit.
About us

ION provides mission-critical trading and workflow automation software solutions to corporates, central banks and financial institutions. We are pioneers and visionary innovators of automation technology. Our mission is to simplify complex processes, streamline businesses and give a competitive advantage to our customers. Our products help leading organizations around the world do more, in a better and simpler way than ever before.
ION develops the technology and applications to automate corporate treasury, commodity management, fixed income and currency trading and processing:
More than 40% of the world’s largest companies use our solutions to manage their cash, commodities, trading and risks
Over 100 of the world’s leading banks use our electronic trading platforms
With over 6,500 employees and offices in more than 40 cities around the globe, ION is a rapidly expanding and dynamic group.
ION’s success stems from a core belief in partnership with our employees and our customers. We take a long-term view in the markets where we compete and envision how, through innovations in technology and processes, we can reinvent the way business is done. ION is also the leading consolidator in our space, acquiring companies to add to our scale and product portfolio. With an ever-expanding global footprint, cutting edge products, and over 2,200 customers worldwide, ION provides an unparalleled experience for those who share our vision

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