Vacancy - Administrative Assistant in the Rector’s and Board’s President Office (Assistant to the Chief of Staff)

DANUBIUS INTERNATIONAL UNIVERSITY

Administrative Assistant in the Rector’s and Board’s President Office

(Assistant to the Chief of Staff)

Please send your Resume and the other application papers to This email address is being protected from spambots. You need JavaScript enabled to view it.,  by August 18, specifying in the subject the position you apply for.

Interviews and practical tests: between August 18 - September 1.

Date of the beginning of the activity in the office: August 20 - September 15.

Administrative Assistant

Organizational Setting and Work Relationships
The Assistant to the Chief of Staff (Administrative Assistant) will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented.

As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives.

The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding.

The incumbent’s workload and the assignments will remain under constant guidance and direction of the supervisor (Chief of Staff).
The Administrative Assistant is a position within the Rector’s & President’s Office that requires basic knowledge of administrative rules, procedures as well as operational standards of an office.

The nature of certain administrative/personnel functions require discretion and confidentiality.

Duties
Within delegated authority, the Administrative Assistant will be responsible for the following duties (these duties are generic and may not be carried out by all Administrative Assistant; please refer to the organizational context):

- Arrange appointments/meetings both internal and external, some involving high ranking officials.
- Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.

- translation and interpretation RO-EN, & EN-RO.
- Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
- Receive, review, sort and distribute all incoming and outgoing correspondence, and material, highlight priority items and attach necessary background information. Maintain a follow up system.
- May be required to maintain/update confidential files.
- Draft routine correspondence.

- Format more complex documents by using the appropriate technology.
- Processing of documents in relation to official travels of the Rector, and of the President of the Board.
- Maintain office inventory and stocks of office supplies.
- Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office.
- Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
- Perform other related duties as required.

Minimum Qualifications

Functional Skills
IT-Computer Literacy (MS Office & Google instruments: email, calendar, drive, docs, sheets, PowerPoint, google-sites).

Field(s) of Education
Desired: English Language or Administrative Studies (with B2 Knowledge of English)

Language Requirements
Knowledge of English, written and oral, B2.

Native-level proficiency in Romanian.

Work Schedule:

Monday – Friday, 8:00am – 4pm, in-person (not online, not remotely)

FULL JOB DESCRIPTION: https://drive.google.com/drive/folders/1IUYhvMDn8Pk57YNZJGE8ddDGntI3b3sZ?usp=sharing

APPLICATION FILE SHOULD CONTAIN:

- Scanned copy of the ID;

- CV in both English and Romanian;

- Notice regarding the processing of personal data, signed by the applicant (click to download);

- Consent form for CV retention (click to download).

THE COMPETITION :

A practical test (oral speech interpretation EN-RO and RO-EN; written document translation EN-RO and RO-EN) and an interview.

Applicants who pass the initial selection of the application files, made by the Chief of Staff, will be contacted to participate in the practical test and int he interview.

We thank all those who choose to apply.

Due to the careful selection process, only selected applicants will be contacted — we sincerely appreciate everyone’s interest and effort!