The Administrative Assistant will be responsible for delivering comprehensive administrative support to senior team members (Principal level) based abroad. The role also includes time and expense management for Partners and senior Principals, as well as occasional assistance to the broader Executive Assistant team with various administrative tasks as needed.

Job Responsibilities

Provide support for assigned senior team members:

• Manage complex calendars across multiple time zones, including rescheduling conflicts and last-minute changes.
• Organize and coordinate meetings, including logistics (travel time, transport, room bookings, Microsoft Teams setup).
• Arrange detailed travel itineraries, including flights, accommodations, and visa applications when needed.
• Provide general administrative support, including liaising with clients and internal teams across multiple locations.
• Coordinate with Accounting to issue or submit invoices and related documentation.
• Maintain accurate contact data in the internal CRM system (Salesforce).

Time & Expense management:

• Prepare and submit timesheets and expense claims for assigned Principals and additional Partners accurately and on time

Team Collaboration & Support:

• Provide flexible support to the Executive Assistant team during peak periods or absences.
• Step in to temporarily cover another EA desk in urgent situations, with support from colleagues.
• Assist in organizing internal firm events (e.g., team meetings, client dinners, offsites).

Key Requirements

• Excellent command of English and German (spoken and written); fluent in Romanian.
• Strong interpersonal and communication skills; professional demeanor with clients and colleagues at all levels.
• Exceptional organizational and multitasking abilities; proactive and solution oriented.
• Collaborative, positive attitude with a strong service orientation.
• Detail-focused and thorough.
• Proficient in Microsoft Office 365 (Outlook, Word, Teams, PowerPoint, Excel).
• Experience with CRM systems (preferably Salesforce) is an advantage.
• Minimum 1 year of administrative experience.
• University degree
• Background in customer service or hospitality is a plus.

This is a fixed-term position for one year, with the potential to transition to a permanent contract.

Expected starting date June 2025.