Executive Assistant

Job description

Description and Requirements The Opportunity The Executive Assistant to the General Manager provides high-level executive, governance, communication, and business coordination support to the General Manager of Bulgaria. Acting as a trusted partner and central point of coordination, the role helps ensure that the General Manager’s time, decisions, priorities, and stakeholder engagements are managed effectively. The position requires sound judgement, discretion, proactive follow-through, and the ability to operate confidently with senior internal and external stakeholders.

Key Responsibilities

Executive support and prioritization: Manage the General Manager’s complex calendar, appointments, correspondence, travel, itineraries, and expenses, ensuring that time and commitments align with business priorities.

Information and access management

Serve as a professional first point of contact for internal and external stakeholders; assess urgency, coordinate responses, and escalate matters requiring the General Manager’s attention.

Executive governance

Coordinate Executive Business Committee, leadership, and management meetings, including annual cadence, agendas, pre-reads, presentations, participant arrangements, and timely distribution of materials.

Meeting records and follow-through

Prepare accurate minutes and decision records, coordinate their review and finalization, maintain action logs, and follow up with owners to ensure agreed actions are completed by deadline.

Business priority coordination

Track the General Manager’s key priorities, leadership commitments, and cross-functional initiatives; identify delays or dependencies and raise risks early.

Executive communications

Draft and quality-check correspondence, internal announcements, briefing notes, presentations, reports, and talking points on behalf of the General Manager, ensuring appropriate tone, accuracy, and confidentiality.

Research and analysis

Gather, validate, and synthesize information from local and designated-market stakeholders into concise reports, dashboards, and decision-ready materials.

Stakeholder partnership

Build effective working relationships with the Bulgaria leadership team, regional leaders, employees, external partners, vendors, and senior visitors.

Events and visits

Coordinate company meetings, leadership events, employee events, and senior visits, balancing stakeholder requirements, operational quality, budget, and compliance expectations.

Vendor and budget coordination

Partner with Procurement and relevant stakeholders to manage event vendors, annual event spend, purchase and expense documentation, and cost-effective delivery.

Compliance administration

Maintain accurate records for gifts, entertainment, travel, events, and other assigned activities in line with legal, compliance, data-protection, and internal control requirements.

Independent judgement

Resolve routine operational matters within agreed authority, protect the General Manager’s time, and escalate sensitive, material, or high-risk matters promptly.

Special projects

Coordinate or lead assigned projects and ad hoc priorities with a structured, accountable, and results-oriented approach.

Required Qualifications · Education

Bachelor’s degree in business administration, management, communications, or a related field; an equivalent combination of education and relevant experience may be considered.

Experience

Typically 3–5 years of experience providing executive-level support to a General Manager, Country Manager, senior executive, or leadership team, preferably in an international or regulated organization.

Languages

Fluent written and spoken Bulgarian and English, with the ability to prepare clear, professional, executive-level communications.

Technical skills

Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams, including the preparation of polished presentations, reports, and meeting materials.

AI skills

Practical knowledge of AI-powered productivity tools, particularly Microsoft Copilot, with the ability to write effective prompts and use AI responsibly to draft and refine communications, summarize meetings and documents, prepare executive briefings, and streamline routine workflows. Able to critically review AI-generated outputs for accuracy, confidentiality, appropriate tone, and compliance with company policies.

Executive support expertise

Demonstrated experience managing complex calendars, senior meetings, travel, events, expenses, confidential documentation, and competing priorities.

Business knowledge

Strong understanding of executive-office practices, governance routines, and the Bulgarian business environment.

Availability

Flexibility to support occasional urgent priorities, leadership events, or business requirements outside standard working hours.

Key Competencies

Discretion and integrity: Handles sensitive information with the highest level of confidentiality and professional judgement.

Business judgement

Understands priorities, distinguishes urgent from important matters, and makes sound decisions within agreed authority.

Anticipation and ownership

Identifies needs early, acts without unnecessary direction, and follows commitments through to completion.

Executive communication

Communicates with clarity, diplomacy, accuracy, and confidence across organizational levels.

Stakeholder management

Builds trust and maintains productive relationships with senior leaders, colleagues, and external partners.

Planning and prioritization

Manages competing deadlines and complex logistics while maintaining quality and attention to detail.

Adaptability and resilience

Remains composed, responsive, and solution-focused in a fast-paced and changing environment.

Preferred Qualifications

Driving license Ability to build and maintain strong relationships with internal and external stakeholders Ability to work in a fast-paced environment while maintaining professionalism and confidentiality at all times. The expected salary range for this position is 17500-19500 Euros gross annually. This role may also be eligible for annual short-term incentive compensation. All incentives and benefits are subject to the applicable plan terms.