This is a hands-on role for someone who enjoys bringing structure to a busy work environment, staying one step ahead and ensuring the practical details are taken care of. From complex travel arrangements and calendar coordination to meeting preparation, expenses and inbox management, the focus is on helping the management team use their time effectively.
The role will be based remotely in Romania and structured on a freelance basis. You will work through your own company and invoice Artinis & NIRx for your services.
Key Responsibilities:
- Planning, booking and supporting international business travel, including managing changes and solving problems when plans do not go as expected.
- Managing calendars and helping to protect the management team's time by coordinating meetings, appointments and competing priorities.
- Preparing for internal and external meetings, including gathering information and inputs in advance and making sure participants have what they need.
- Organising external meetings, conferences and other business-related appointments.
- Reviewing and formatting documents to ensure they are accurate, clear and ready to use.
- Providing inbox cover during periods of absence and helping ensure important matters are followed up.
- Preparing and managing expenses accurately and on time.
- Coordinating personal appointments where they affect the working calendar and need to be planned around business commitments.
- Handling confidential and sensitive information with a high level of discretion.
- Working closely with other administrative colleagues to provide reliable backup and continuity when needed.