Executive and Administrative Assistant (Reception)

EXECUTIVE AND ADMINISTRATIVE ASSISTANT (RECEPTION)

 

BUCHAREST

ENGIE GBS

 

One of the world's leading energy companies, ENGIE is present across the entire energy chain, in electricity and natural gas, from upstream to downstream. By placing responsible growth at the heart of its businesses (energy, energy services and the environment), its mission is to meet major challenges: meeting energy needs, ensuring security of supply, combating climate change, and optimising the use of resources.

 

GBS is part of ENGIE, partnering with the support functions for the ENGIE's Business Units and Corporate. It currently has 7 Business Support functions: purchasing, consulting, finance, real estate and logistics, legal, human Resources, information systems. By 2025, GBS is ENGIE's "transition maker" for support function excellence. Amplifying ENGIE's net zero mission, we provide a competitive edge through efficient operations, strategic resource allocation, and pioneering in culture and technology.

 

What you will do:

The Executive and Administrative Assistant will play a very important dual role within the GBS organization. As an Executive Assistant, the individual will provide comprehensive administrative support to senior management, including managing calendars, booking travel, and organizing meetings and events. As an Administrative Assistant, this person will be responsible for overseeing office facilities management, ensuring the smooth operation of the office environment, and acting as the receptionist for the local GBS center.

This is a 100% office-based role, ideal for someone highly organized, detail-oriented, and capable of managing multiple priorities. The role requires a proactive and professional individual who is able to support senior leaders while ensuring the office environment runs efficiently.

 

          Executive Assistant Duties:

• Travel Coordination: You will handle all aspects of travel arrangements for the Romanian GBS including booking flights, hotels, transportation, and preparing travel itineraries.
• Meeting & Event Organization: You will organize and prepare meetings, conferences, and team-building events. This includes booking rooms, preparing agendas, coordinating attendees, and ensuring logistical requirements are met.
• Calendar Management: You will manage and coordinate the calendars of senior management, ensuring efficient scheduling of meetings, events, and appointments.
• Correspondence & Communication: You will act as the first point of contact for senior management, handling incoming communications, and ensuring prompt responses to emails and calls.
• Document Preparation: You will assist in preparing presentations, reports, and other documentation for internal and external meetings.
• Expense Management: You will assist with the submission and reconciliation of expense reports for the Romanian GBS.

 

Administrative Assistant Duties:

• Office Receptionist: You will serve as the receptionist for the local GBS center, greeting and assisting visitors, handling incoming calls, office correspondence and managing the office's general email inbox.
• Documents management: You will be responsible for keeping and dispatching incoming or outgoing documents, archiving when necessary and keeping records of manage