Get AI-powered advice on this job and more exclusive features.RINA is currently recruiting for a Executive Assistant to join its office in Genoa (Italy) within the Strategy & Innovation Division.MissionAs an Executive Assistant you will play a vital role in managing the executive's schedule, coordinating meetings, and ensuring smooth day-to-day operations. This position requires a proactive individual with exceptional organizational skills and the ability to handle sensitive information with utmost discretion.Key AccountabilitiesKey Accountabilities:Calendar Management:Maintain and manage the CEO or EVP or Chief of Function complex and dynamic calendar.Schedule and confirm meetings, appointments, and events.Coordinate and prioritize the CEO or EVP or Chief of Function daily activities to ensure efficient use of time.Meeting Coordination:Organize and prepare materials for meetings, including agendas, presentations, and reports.Take minutes during meetings and distribute them to relevant stakeholders.Ensure all technological needs for meetings (e.g., video conferencing) are met.Communication Management:Serve as the primary point of contact between the CEO or EVP or Chief of Function and internal/external stakeholders.Screen and direct phone calls, emails, and correspondence.Draft, review, and send communications on behalf of the CEO or EVP or Chief of Function.Travel Arrangements:Plan and book domestic and international travel arrangements.Prepare detailed itineraries and handle any changes or issues that arise during travel.Document Management:Maintain and organize the CEO or EVP or Chief of Function files, documents, and records.Handle confidential information with utmost discretion.Administrative Support:Perform general administrative tasks such as expense reporting, supply ordering, and office organization.Assist with special projects and research as needed.Relationship Management:Build and maintain positive relationships with internal staff and external partners.Represent the CEO or EVP or Chief of Function in a professional manner at all times.EducationHigh School Diploma/GED in Business Administration Finance ManagementBachelor’s DegreeQualificationsQualifications:Minimum of 3 years of experience in a similar roleProficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization, demonstrating your ability to juggle multiple responsibilities effectivelyProven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organizationFlexibility is key to adapting to changing priorities and addressing urgent matters with efficiencyStrong organizational skillsFluency in Italian and a good command of English are mandatory to effectively communicate and engage with a diverse range of stakeholders across the organizationCompetenciesADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective wayBUILD NETWORK - Forge trust relationships, across departments, and outside the organizationCLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfactionEARN TRUST - Take everyone's opinion into account and remain open to diversityMAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraintMANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactionsPIONEER CHANGE - Actively embrace change and benefit from the new circumstancesPROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role ModelTHINK FORWARD - Capitalise on experiences and translate them into action plans for the futureWith over 5,800 employees and 200 offices in 70 countries worldwide, RINA is a multinational player which provides certification, marine classification, product testing, site supervision and vendor inspection, training and engineering consultancy services across a wide range of sectors. Our business model covers the full process of project development, from concept to completion. The aim is to guarantee a project’s technical, environmental and safety - and sometimes also economic and financial - sustainability.At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. We are also compliant to the Italian Law n. 68/99.Seniority levelSeniority levelAssociateEmployment typeEmployment typeFull-timeJob functionJob functionAdministrativeIndustriesMechanical Or Industrial Engineering, Environmental Services, and Information Technology & ServicesReferrals increase your chances of interviewing at RINA by 2xGet notified about new Executive Assistant jobs in Genoa, Liguria, Italy.Metropolitan City of Genoa, Liguria, Italy 1 month agoMetropolitan City of Genoa, Liguria, Italy 1 month agoWe’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
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