Legal and Business Development Assistant Categoria Protetta L. 68/99

Company Description

Zurich-based green-tech company Hitachi Zosen Inova (HZI) is a global leader in solutions for energy transition and circular economy including Energy from Waste and Renewable Gas (RG), operating as part of the Hitachi Zosen Corporation Group. HZI acts as a project developer, technology supplier and engineering, procurement and construction (EPC) contractor delivering complete turnkey plants and system solutions for thermal and biological waste recovery. Its solutions are based on efficient and environmentally sound technologies, are thoroughly tested, and can be flexibly adapted to customer requirements. HZI’s Service Solutions Group combines its own research and development with comprehensive manufacturing and erection capabilities to provide support throughout a plant’s entire plant cycle. HZI works for customers ranging from established waste management companies to up-and-coming partners in new markets. Its innovative and reliable solutions have been part of more than 1,600 reference projects worldwide.

Job Description

• Ensuring the efficient and smooth day-to-day administrative support for the middle management and staff of the Business Development and Legal Functions based in HQ and European subsidiaries  

• Comprehensive, timely and accurate administrative support in line with HZI’s quality standards including: 

• managing sensitive client or partner communications and maintaining polite and professional communication via various channels 

• writing tender documentation under the guidance of the proposal manager and handling various correspondence, primarily in English 

• supporting in establishing qualification documentation for new tender projects 

• organization of business trips, including booking of travel arrangements and compilation of travel documents 

• Time & Attendance control, including recording of expended project hours in SAP and/or project systems 

• managing and submitting of expense reports 

• preparation of reports and presentations and creation and revision of documents, templates, evaluations, etc. including filing  

• ordering office supplies 

• collaborating and supporting internal and external projects  

• handling general tasks related to the commercial register and Ultimate Beneficial Owner (UBO) register, both domestically and internationally, including research 

• regularly update customer communication system and Legal Tool with the latest information 

• keeping organizational charts up-to-date 

• maintaining and updating the Intranet to ensure accessibility of current information 

• Act as the point of contact for internal and external clients 

• Substitute other assistants as needed 

• Support the onboarding process of new employees including providing introductions to internal processes and systems 

• Contribute to team efforts and the achievement of department objectives by accomplishing related results as needed 

Qualifications

• 5 years’ experience in administrative assistant roles and project assistant, preferably within an international matrix organization (industrial business or EPC companies). 

• Fluent knowledge of English and Italian is mandatory (other languages will be considered as a plus) 

• Good knowledge of office management system and tendering procedures 

• Experience in teamwork, adapting positively to changes and challenges, motivated to maintain high service quality and share knowledge effectively 

• Strong experience in organization of meetings, events, workshops, etc. and in travel and expense management 

• Strong experience in working independently and optimizing own processes as required based on policies, regulations and rules 

• Ability to clarify ambiguities in day-to-day professional life through objective business discussions 

• Experience in problem solving processes and methods 

• Proficiency in MS Office, especially Excel, Word and PowerPoint 

• Very strong customer focus, ensuring high levels of discretion, reliability, and judgment 

• Excellent time management and organizational skills with the ability to prioritize work and to multi-task 

• Accountability and proactive approach to work 

• Ability to anticipate needs, allowing for the completion of tasks independently  

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