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Executive Assistant, Compliance & Safety Services
Bucharest, ROU
full-timeAdministrative SupportJob Description
We are seeking a driven, experienced, and highly proactive Executive Assistant to provide strategic support to two Directors — one based in Bucharest, Romania and one based in Munich, Germany. This role serves as a strategic business partner, managing complex operations across two globally distributed organizations spanning multiple countries and time zones.
The ideal candidate thrives in ambiguity, exercises sound judgment with minimal guidance, and anticipates needs before they arise. You will act as an extension of both leaders — coordinating across senior stakeholders, driving operational cadences, and enabling both Directors to focus on the highest-impact priorities.
Key job responsibilities
* Provide seamless, high-quality support to two Directors, balancing competing priorities and maintaining clear communication with both leaders and their key stakeholders
* Own and optimize complex, high-volume calendars for both Directors across global time zones (EU, US, India), proactively resolving conflicts and ensuring alignment with business priorities
* Coordinate and drive staff meetings, all-team meetings, leadership offsites, and team events for both organizations — including agenda preparation, pre-reads, and action-item tracking
* Plan and manage cost-effective international travel for both leaders, including visa logistics where applicable
* Serve as a trusted point of contact between both Directors and internal/external stakeholders, ensuring timely follow-up and information flow
* Attend key meetings, capture decisions and action items, and drive completion of deliverables on behalf of leadership
* Handle sensitive organizational, personnel, and business information with the highest level of integrity
* Identify and implement scalable mechanisms to improve team effectiveness — e.g., communication workflows, document management, onboarding playbooks, team repositories, stakeholder engagement frameworks, business reviews
* Create and submit expense reports; support budget tracking for team activities
* Partner with Executive Assistants across the broader organization to share best practices and ensure seamless cross-team coordination
* Contribute to a positive, inclusive team environment and help others do the same
The ideal candidate thrives in ambiguity, exercises sound judgment with minimal guidance, and anticipates needs before they arise. You will act as an extension of both leaders — coordinating across senior stakeholders, driving operational cadences, and enabling both Directors to focus on the highest-impact priorities.
Key job responsibilities
* Provide seamless, high-quality support to two Directors, balancing competing priorities and maintaining clear communication with both leaders and their key stakeholders
* Own and optimize complex, high-volume calendars for both Directors across global time zones (EU, US, India), proactively resolving conflicts and ensuring alignment with business priorities
* Coordinate and drive staff meetings, all-team meetings, leadership offsites, and team events for both organizations — including agenda preparation, pre-reads, and action-item tracking
* Plan and manage cost-effective international travel for both leaders, including visa logistics where applicable
* Serve as a trusted point of contact between both Directors and internal/external stakeholders, ensuring timely follow-up and information flow
* Attend key meetings, capture decisions and action items, and drive completion of deliverables on behalf of leadership
* Handle sensitive organizational, personnel, and business information with the highest level of integrity
* Identify and implement scalable mechanisms to improve team effectiveness — e.g., communication workflows, document management, onboarding playbooks, team repositories, stakeholder engagement frameworks, business reviews
* Create and submit expense reports; support budget tracking for team activities
* Partner with Executive Assistants across the broader organization to share best practices and ensure seamless cross-team coordination
* Contribute to a positive, inclusive team environment and help others do the same