Assistant Manager (Site Head Assistant)

About the Role:

We are looking for a highly organized, proactive, and reliable Site Head Assistant to provide high-level administrative and organizational support to the Site Head and the local management team.
This is a dynamic role that requires excellent organizational skills, strong communication abilities, discretion, and the ability to anticipate needs and manage multiple priorities in a fast-paced environment.
The Site Head Assistant will act as a key coordination point between the Site Head, local functions, global stakeholders, and external visitors, ensuring that information, meetings, travel, and administrative activities are managed efficiently and professionally.

Key Responsibilities

• Manage the Site Head's agenda, including scheduling, prioritization, and last-minute changes.
• Coordinate internal meetings, management meetings, workshops and other business events.
• Organize and coordinate visits and meetings with external stakeholders, including partners, customers, auditors, and group visitors.
• Coordinate business travel arrangements for the Site Head, cluster and global management, and other guests, including flights/trains, accommodation, and transfers.
• Manage and follow up on travel expenses and related administrative processes.
• Provide day-to-day administrative support to the Site Head and management team, including documentation, filing, and ad-hoc requests.
• Prepare, review, and distribute professional correspondence and documents in both Romanian and English.
• Prepare meeting minutes, internal announcements, memos, presentations, and other communication materials (including internal local Intranet)
• Ensure timely and effective communication of relevant site-related information to the Site Head.
• Communicate and coordinate information received from global teams regarding events, logistics, and other relevant topics.
• Handle confidential and sensitive information with a high level of discretion, integrity, and professionalism.
• Collaborate closely with multiple site functions, including Production, Quality, Culture&People, HSE, Finance, Supply Chain, and other departments, as well as with other company locations.
• Support the organization of site events, including catering, meeting room setup, protocol, transportation, and participant logistics.
• Prepare PowerPoint presentations and maintain Excel files, lists, tables, and basic reports.
• Maintain accurate electronic and physical document filing and archiving.
• Provide occasional translation support from Romanian to English and English to Romanian, for business documents, correspondence, presentations, and other materials.
• Provide occasional interpretation support during meetings, visits, discussions, and other business interactions involving Romanian- and English-speaking participants.
• Use Microsoft Office tools effectively, particularly Outlook, PowerPoint, and Excel.
• Proactively anticipate the needs of the Site Head and management team, identifying potential issues and taking action before they become urgent.

About You

• Previous experience in an Executive Assistant, Personal Assistant, Management Assistant, Office Manager, or similar role.
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Strong written and verbal communication skills in English and Romanian.
• High level of discretion and ability to handle confidential business and employee-related information.
• Excellent attention to detail and commitment to accuracy.
• Strong interpersonal and stakeholder-management skills.
• Proactive, solution-oriented mindset with the ability to work independently.
• Ability to anticipate requirements and respond effectively to changing priorities.
• Comfortable working in a fast-paced, international, and multicultural environment.
• Strong proficiency in Microsoft Office, particularly Outlook, PowerPoint, and Excel.
• Professional, adaptable, dependable, and service-oriented attitude.

What Makes This Role Interesting?

This is more than an administrative support position. As Site Head Assistant, you will have a direct impact on the effectiveness and organization of the Site Head and management team.
You will work across multiple functions, interact with local and global stakeholders, and play an important role in ensuring smooth communication, coordination, and day-to-day operations at site level.
If you are someone who takes ownership, anticipates needs, keeps things moving, and enjoys working in a dynamic environment, we would be happy to hear from you.