Office Assistant

Bucharest, Romania
Full Time
Mid Level

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We are seeking a proactive Office Assistant to join our team. In this role, you will provide administrative support to ensure the efficient operation of the office. You will be responsible for handling a variety of tasks that will support managers, employees, and visitors. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information.

Responsibilities:
  • Assist with day-to-day office operations including managing incoming and outgoing communications (phone calls, emails, mail) and handling appointments;
  • Maintain and organize office records, both digital and physical, ensuring proper filing and retrieval of documents as needed.
  • Monitor and maintain office supplies inventory; coordinate with suppliers to order new materials and manage deliveries.
  • Assist in the planning and execution of meetings, conferences, and company events by organizing schedules, booking meeting rooms, and ensuring necessary equipment and materials are available.
  • Assist with booking and coordinating travel arrangements for employees, including flights, accommodations, and transportation.
  • Assist other departments with clerical duties as needed, ensuring efficient inter-departmental support.
  • Act as a gatekeeper, screening and redirecting inquiries and requests to appropriate parties.
  • Anticipate the needs of the company and proactively address them to ensure smooth workflow and productivity.
  • Being resourceful and proactive in resolving issues and challenges that arise in the course of business.
Requirements:
  • Bachelor's degree in Business Administration, Management, or a related field preferred
  • Proven experience in a similar role supporting C-level executives or senior management.
  • Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.
  • Good organizational skills with the ability to manage multiple tasks and priorities effectively.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • English is a must
  • Strong problem-solving skills and the ability to think critically.
We offer a motivating package: 
  • Professional and friendly working environment; 
  • Training and on-going development opportunities; 
  • Exposure to challenging projects in various industries both local and international; 
  • Private medical services; 
  • Bookster subscription; 
  • 7Card & Worldclass subscriptions.

About TotalSoft
Established in 1994, TotalSoft is one of the most important providers of business software systems (ERP, HCM, CRM, DM and BI) in Central Europe. TotalSoft is the preferred ERP solutions provider in Romania and one of the top 10 global providers of software solutions for the leasing industry.
TotalSoft’s top products, Charisma ERP, Charisma HCM are market leader products in Romania, with relevant references in 8 industries: financial services, retail, distribution, production, construction, agriculture, medical and services. Currently, TotalSoft has a team of +600 software specialists and projects in 41 countries on 4 continents.
 
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