Executive Assistant | Freelance

your mission

We are looking for two experienced Executive Assistants to provide remote support to members of our management team.

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.

your profile

• At least three years of professional experience as an Executive Assistant, Personal Assistant or in a comparable role.
• Previous responsibility for planning, booking and supporting professional business travel.
• Excellent written and spoken English, at C1 level or above.
• Strong organisational skills and the ability to manage several priorities without losing sight of detail.
• A proactive and independent working style, particularly when working remotely.
• Good judgement and discretion when handling confidential information.
• Clear and professional communication skills and confidence working with senior stakeholders.
• Comfortable adapting when priorities, schedules or plans change at short notice.
• Confidence using modern digital tools and an interest in using AI tools effectively in day-to-day work.

• Strong working knowledge of Microsoft 365.
• Previous experience supporting international or geographically distributed teams.
• Experience managing travel across multiple countries and time zones.
• Familiarity with airline, hotel and loyalty programmes.
• An interest in science, technology or the medical technology sector.

why artinis & nirx

Working with Artinis & NIRx offers the opportunity to join a growing international organisation whose technology supports leading scientists and researchers worldwide.

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Joining Artinis & NIRx, you can expect:

• A varied position with direct exposure to an international management team.
• A high degree of autonomy and the opportunity to take genuine ownership of day-to-day responsibilities.
• A collaborative international working environment with colleagues across Europe, North America and Asia.
• The opportunity to work closely with another Executive Assistant, providing backup and support to one another.
• Exposure to a growing company operating at the intersection of science and technology.
• An invitation to join our company gatherings in Berlin, which currently take place approximately twice a year. Attendance is welcome but not required.

Originally posted on Himalayas