Tivat, Montenegro

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Porto Montenegro is looking for a driven, motivated and confident Executive Assistant with an upbeat take charge personality and experience in supporting at Executive level.

In this role, you will work closely with one of Directors to strategically leverage his time and abilities for high-impact activities. You will be responsible for managing day-to-day operations and administrative support, including communication with internal and external stakeholders, while maintaining the highest level of professionalism at all times. The Executive Assistant will also have a strong understanding of the various functions and activities of relevant department, tracking critical projects on behalf of Director to ensure continued progress, consistent follow through and timely completion.

Key responsibilities may include:

  •  Dealing with day to day administrative duties to enable smooth running of the office;
  •  Calendar management;
  •  Composing, editing and proofreading documents and correspondence that may vary in scope and complexity;
  •  Coordinating travel logistics including but not limited to: flight reservations, ground transportation, lodging, dining reservations etc.;
  •  Managing meeting logistics including but not limited to: calendar invitations, conference room reservations, preparation of meeting material, catering, scheduling of conference bridge as needed etc.;
  •  Taking minutes at meetings ensuring all key points are captured, summarised and effectively presented;
  •  Assisting in preparing and editing presentations;
  •  Preparing, collecting and/or summarizing a variety of documents related to ongoing departmental projects, such as reports, policies, analyses and spreadsheets;
  •  Facilitating departmental workflow as assigned by Director, including follow-up and follow-through to completion on all agreed actions;
  •  Serving as liaison with employees/external parties, maintaining credibility, trust and support;
  •  Maintaining a comprehensive filing and archiving system to ensure instant retrieval of documents;
  •  Identifying needs of Director and wider departmental team ahead of time, ensuring any issue is anticipated and communicated;
  •  Administration office backup/support;
  •  Managing special projects as assigned;
  •  Performing other duties as assigned by supervisor.

 A successful Executive Assistant to Director will have the following:

  •  Immaculate English skills (both spoken and written)
  •  Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  •  High level of proficiency with the Microsoft Office suite of products (Word, Outlook, Excel, PowerPoint, etc.)
  •  Ability to maintain confidentiality related to sensitive information
  •  Ability to interact effectively and professionally with clients, partners and employees at all levels, including high level executives
  •  Keen sense of courtesy, tact and discretion
  •  Strong writing skills

Special Requirements and Education:

  •  University degree
  •  Three to five years of experience as an administrative or executive assistant
  •  Understanding of exceptional customer service (previous hospitality experience preferred)
  •  Long-term career interest as an Executive Assistant with demonstrated longevity in previous roles