Global Strategy & Innovation Executive Assistant

RINA is currently recruiting for a Global Strategy & Innovation Executive Assistant to join its office in Genoa (Italy) within the Strategy & Innovation Division.

Mission

As the Global Strategy & Innovation 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 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.

Education

High School Diploma/GED in Business Administration Finance Management

Bachelor’s Degree

Qualifications

• Minimum of 3 years of experience in a similar role
• Proficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization, demonstrating your ability to juggle multiple responsibilities effectively
• Proven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organization
• Flexibility is key to adapting to changing priorities and addressing urgent matters with efficiency
• Strong organizational skills
• Fluency in Italian and a good command of English are mandatory to effectively communicate and engage with a diverse range of stakeholders across the organization.

Competencies

• ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way
• BUILD NETWORK - Forge trust relationships, across departments, and outside the organization
• CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
• EARN TRUST - Take everyone's opinion into account and remain open to diversity
• MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint
• MANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactions
• PIONEER CHANGE - Actively embrace change and benefit from the new circumstances
• PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model
• THINK FORWARD - Capitalise on experiences and translate them into action plans for the future.

With 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.