Office Coordinator (Fixed Term Contract)

Job summary

Provide senior leadership with administrative and operational support, including calendar and travel management, communications, meeting preparation, and confidential records administration. Coordinate events, approvals, expenses, financial documentation, and follow-up while serving as a professional contact for internal and external stakeholders.

Job details

Job description: At METLEN Energy & Metals, we are catalysts for a sustainable future, positioned at the forefront of the energy transition while being a reference point for competitive green metallurgy at both the European and global levels. We are a global industrial and energy company operating across two highly interconnected and complementary sectors: Energy and Metals. With a consolidated turnover of €5,683 million and an EBITDA of €1,080 million, along with a workforce of over 7,627 dedicated individuals, we drive success through cutting-edge technology and diverse talent. We are committed to embracing new state-of-the-art technologies and advancements, propelling us towards a cleaner, brighter tomorrow. Our positive footprint extends across five continents, creating a lasting impact. At METLEN, we foster a culture of resilience, challenge, respect, excellence, and change, empowering our diverse workforce to achieve remarkable outcomes. The Executive Assistant provides high-level administrative and operational support to senior leadership, managing calendars, meetings, travel, communications, records, and executive priorities. The ideal candidate is proactive, highly organized, detail-oriented, and able to manage competing priorities with professionalism and discretion. The role is by a fixed term contract of 15 months duration. Key Responsibilities Manage complex executive calendars, meetings, appointments, and competing priorities. Coordinate domestic and international travel, itineraries, accommodations, transportation, and expense reporting. Prepare agendas, reports, presentations, briefing materials, correspondence, and meeting documentation. Record minutes, track action items, and support timely follow-up. Screen and prioritize communications, responding or escalating as appropriate. Maintain confidential records, correspondence, filing systems, and retention requirements. Organize meetings, leadership sessions, workshops, events, and related logistics, including rooms, technology, catering, and communications. Serve as a professional point of contact for employees, clients, vendors, consultants, and business partners. Coordinate approvals, signatures, contracts, and corporate governance documents. Process expenses and corporate credit card transactions; support budgets, invoices, requisitions, and financial records. Support employee engagement, company communications, sponsorships, and community activities. What you bring to the role At least five years of experience supporting senior executives or leadership teams. Demonstrated experience managing complex calendars, travel, and executive communications. Experience in a multinational or fast-paced corporate environment is an asset. Diploma or bachelor’s degree in business administration, office administration, human resources, communications, or a related field Exceptional organization, time management, attention to detail, and accuracy. Strong written, verbal, interpersonal, problem-solving, and decision-making skills. Sound judgment and discretion when handling confidential information. Ability to work independently and manage multiple priorities. Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Key Competencies Integrity and confidentiality; planning and organization; communication and relationship management; initiative; customer focus; adaptability; attention to detail; and accountability. Working Conditions Office or hybrid environment, with occasional flexibility outside standard business hours to support executive schedules. Follow us on LinkedIn and stay updated on our latest news We respect your personal data. All personal information in your application and CV will remain strictly confidential. At Metlen Energy & Metals we are proud to have Diversity and Inclusion at the centre of everything we do. We are committed to Equal Employment Opportunity regardless of race, colour, national origin, ethnicity, gender, age, disability, sexual orientation, gender identity or religion. Nikolaos.Tsiftis@metlen.com

What you’ll do

Provide senior leadership with administrative and operational support, including calendar and travel management, communications, meeting preparation, and confidential records administration. Coordinate events, approvals, expenses, financial documentation, and follow-up while serving as a professional contact for internal and external stakeholders.

Requirements

At least five years of experience supporting senior executives or leadership teams is required, along with demonstrated experience managing complex calendars, travel, and executive communications. A diploma or bachelor’s degree in a relevant field is listed, as are strong organizational, communication, discretion, and prioritization skills and advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Listed skills

• Event Logistics · Preferred
• Organization · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Travel Coordination
• Executive Communications
• Meeting Coordination
• Report and Presentation Preparation
• Minute Taking
• Action Item Tracking
• Confidential Records Management
• Event Logistics
• Stakeholder Relationship Management
• Contract and Approval Coordination
• Expense Processing
• Budget and Invoice Support
• Organization
• Time Management
• Microsoft Office and SharePoint

Job areas

• Administrative
• Management & Leadership
• Energy

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