Operations Assistant / HR Coordinator

Qualifications:
Education & Experience

• Bachelor’s degree in Business Administration or a related field preferred.
• Minimum 5 years of demonstrated experience as an executive assistant or in a similar high-level administrative role.

Skills & Competencies

• Exceptional written and verbal communication skills: Romanian Native, English – Advanced Level, (German is a plus)
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and scheduling tools like Calendly or Zoom.
• Strong organizational and time-management skills.
• Ability to work independently and handle multiple priorities from various fields
• High level of discretion and confidentiality.
• Professional demeanor and interpersonal skills.
• Ability to anticipate needs and proactively solve problems.

Position Summary:
The Senior Executive Assistant provides high-level administrative support to Intelli-Eng Director handling a wide range of executive, administrative, and organizational tasks. This position requires discretion, strong attention to detail, excellent organizational skills, and the ability to handle sensitive information with the highest level of confidentiality.
https://www.intelli-eng.com/

Key Responsibilities:
Administrative Support

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Prepare internal and external communications, presentations, reports, and correspondence.
• Draft, proofread, and format documents with a high degree of accuracy and professionalism with an extensive focus on Brand, Logo and Standards set by the Company
• Screen and direct phone calls, emails, and other communications to the appropriate parties.

Meeting & Event Coordination

• Plan and organize meetings, conferences, and events, including logistics, agendas, minutes, and follow-ups.
• Ensure the executive is well-prepared for meetings, providing necessary documentation and background information.

Travel & Expense Management

• Arrange complex travel itineraries, including air, hotel, transportation, taxi, parking, etc.
• Prepare detailed travel briefs and itineraries.
• Process and reconcile expense reports in accordance with company policy.

Project & Task Management

• Coordinate cross-functional projects on behalf of the executive especially with the other branches from EU countries
• Track project milestones and deadlines, providing reminders and updates as necessary.
• Serve as liaison between the executive and internal or external stakeholders.

Office & Team Support

• Handle confidential and time-sensitive materials with discretion.
• Maintain filing systems and databases.
• Assist with onboarding and coordination for direct reports or executive team members.
• Perform other administrative duties as assigned such as new offices and business entities set up in other EU countries (Netherlands)
• Support the CEO in the Citizenship process application.

Human Resources Administration

• Handle employment contracts, with a focus on fixed-term and transnational contracts.
• Manage A1 certificate formalities, including liaising with competent authorities.
• Oversee the implementation and administration of employee allowances, benefits, and support packages.
• Lead onboarding and training processes for new hires, particularly engineers, project managers, and electricians.
• Maintain and update employee records in compliance with Romanian labour legislation.
• Benchmarking for salary package, benefits, collective labour agreements for all EU branches

Recruitment & Talent Acquisition

• Conduct direct search and headhunting for all Intelli-Eng EU branches for highly skilled professionals, particularly in engineering, project management, and technical trades.
• Build and manage a strong talent pipeline for both current and future staffing needs.

Compliance and Representation

• Ensure full compliance with Romanian Labour Law, especially in the construction sector.
• Represent the company in dealings with Romanian authorities such as: Labour Inspectorate, Trade Registry, Occupational Medicine Company, Local Banks and administrative bodies
• Monitor legal and regulatory changes and advise management accordingly.

HR Systems & Process Development

• Lead or support the implementation of HR Portal , ensuring they meet local compliance standards and the company needs.
• Identify and implement process improvements across HR and administrative workflows: training programs, onboarding, leave, etc

Nice to have: ISO 9001 & 45001 & GDPR knowledge and implementation experience!


Working Conditions:

• Hybrid role with 2-3 days per week working from our modern office in Bucharest - Piata Presei Libere – S-Park (co-working space) Mo – Fri: 08:30 -17:00
• Requires occasional travel – 1-2 days per month working from the downtown Frankfurt office or availability outside regular business hours (only during week days, if needed)

About Us

Intelli-Eng Europe GmbH is an innovative construction consultancy firm based in Frankfurt am Main, Germany. We specialize in delivering complex engineering solutions within the pharmaceutical and data centre sectors. As a newly established firm, our mission is to bring certainty of outcome to our clients through top-tier expertise and effective project execution.
With ambitious plans for sustainable growth in 2025 and 2026, we are expanding our services and operations into Romania, Switzerland, Holland and Austria. Join us at this exciting stage as we build a robust core structure and reinforce our commitment to excellence in engineering and project management.

Our Values
Commitment to Excellence: We care deeply about the outcomes we deliver.
Proactive Innovation: We take initiative to drive progress.
Trust through Results: We build relationships based on our reliable performance.
Discipline in Process: We adhere to standards that ensure quality and efficiency.