We are looking for the Executive Assistant who would join the Executive Assistance Department and support Founder , by managing calendars, coordinating meetings, and handling key deadlines. It includes arranging international travel, liaising with stakeholders, and supporting the Group’s founder both professionally and personally. The ideal candidate is highly organized, proactive, and able to multitask across multiple projects and locations.
Please note that this position requires floating work schedule: 8 working hours per day, shifting schedule, 5 days per week.
Responsibilities:
- Manage complex international travel arrangements, including flights, hotels, airport VIP services, transfers, and car rentals for executives and company guests.
- Coordinate end-to-end travel logistics and maintain accurate, up-to-date itineraries and calendars.
- Source and secure premium hotel accommodations, negotiate preferred rates, and communicate directly with hotels to ensure high service standards and smooth stays.
- Arrange restaurant reservations, event access, and premium tickets for concerts, theaters, sports events, and other entertainment activities.
- Provide high-level administrative and operational support to executives across multiple locations and time zones.
- Coordinate with office managers, drivers, concierge services, vendors, and external partners to ensure seamless daily operations.
- Handle online purchases, special requests, and personal assignments with attention to detail and strict deadlines.
- Maintain organized records of bookings, expenses, travel schedules, and ongoing requests.
- Anticipate executive needs, solve problems proactively, and respond quickly to last-minute changes or urgent situations.
- Work closely with internal teams to ensure smooth communication, task handovers, and operational efficiency.
- Maintain absolute confidentiality regarding company operations, executive schedules, and sensitive personal information.
Qualifications:
- Previous experience in an Assistant, Administrative, or similar support role is required.
- Experience in travel, hospitality, hotel front desk, or reservations management is highly desirable.
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
- Excellent communication skills and a service-oriented mindset.
- High attention to detail and ability to work in a fast-paced environment.
- Proactive, reliable, and able to anticipate needs before they arise.
- Ability to work in a team, distribute tasks between team members, and communicate effectively and clearly with the team and stakeholders.
- Experience in using Microsoft Office.
- Comfortable coordinating schedules, bookings, and day-to-day operational tasks.
- Fluent in both Russian and English (written and spoken).
Benefits:
- Official employment and social benefits (ITpark company).
- International and multicultural experiences.
- Engagement with an international group of companies with strong values and an inclusive corporate culture.
- Participation in global projects for interested professionals.
- Career growth and development opportunities.
- Modern office with all facilities and relaxation areas, located in the heart of Buiucani district, Chisinau.
