Executive Assistant

RINA is currently recruiting for an Executive Assistant to join its office in Genoa, Italy within the Division.

We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for senior management.

The ideal candidate will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers. He/she may also be required to make travel arrangements and assist with other duties when required. To ensure success as a personal assistant, they should exhibit excellent organizational skills be intuitive to the needs of the managers working autonomously to provide customized administrative support.

• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Observing best business practices and etiquette.

• Master or Bachelor Degree will be considered as a plus.
• Certification in secretarial work, office administration, or related training will be considered as a plus.
• At least 5 years of experience as a personal assistant would be advantageous.
• Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
• Excellent English communication skills, both written and spoken.

• CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
• TAKE EVERYONE'S OPINION INTO ACCOUNT - Remain open to diversity
• PROMOTE SUSTAINABLE DEVELOPMENT - Encourage commitment by keeping promises as a Role Model
• MANAGE EMOTIONS - Identify one's and others' emotions and express and regulate reactions
• PIONEER CHANGE - Proactively embrace change and benefit from new circumstances
• BUILD NETWORKS - Establish trust relationships, internally and externally
• MAKE EFFECTIVE DECISIONS - Organize activities based on priorities, actions, resources, and constraints
• SEE THE BIG PICTURE - Understand various situations and interpret them in a strategic manner
• THINK AHEAD - Utilize experiences to create action plans for the future

With over 5,600 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 various sectors. The business model encompasses the full project development process, from concept to completion, aiming to ensure technical, environmental, safety, and sometimes economic and financial sustainability of projects.

At RINA, emphasis is placed on creating a work environment where each individual is valued, encouraged to innovate, and treated with respect. Equal employment opportunities are provided, fostering a workplace free from discrimination or harassment. Compliance with Italian Law n. 68/99 is maintained.