Open Position @ MMFI Albania shpk – Tiranë                   

MMFI Albania shpk, a partner and wholly owned subsidiary of the M. & M. Ivanaj Foundation Institut in Tirana, is looking for a dynamic Executive Management Assistant. MMFI Albania’s objective is to support the M. & M. Ivanaj Foundations in realising their mission to promote and advance the public interest in Albanian culture and education, within the country and abroad; encourage the dissemination of knowledge in Albania’s intellectual, juristic, and scientific traditions; nurture young innovative, entrepreneurial ideas into meaningful projects and eventual partnerships; nourish the education of the Albanian people by documenting its valiant history, and propagate knowledge for the advancement of Albania in the free world.


JOB DESCRIPTION: EXECUTIVE MANAGEMENT ASSISTANT

Job Responsibilities:

Reporting directly to the Company’s Administrator, the Management Assistant enhances executive effectiveness by providing support in the overall operational responsibilities of the business.  S/he will initially develop deep knowledge of field, core programs, operations, and business plans.

Job Duties:

  • Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • May represent the executive by attending meetings in the executive's absence.
  • Maintain customer confidence and protects operations by keeping information confidential.
  • Complete projects by assigning work to clerical staff; following up on results.
  • Coordinate with Facilities Supervisor supplies and maintenance of the Company’s premises.
  • Prepare reports by collecting and analyzing information, as needed.
  • Secure information by making sure that that data base backups are adhered to.
  • Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contribute to team effort by accomplishing related results as needed.

Required Skills and Qualifications:

  • Excellent verbal and written skills, as well as communication and interpretation skills.
  • Fluency in both Albanian and English languages a must.
  • Ability to deal with and manage uncertainty and incomplete information, communication and project management.
  • Feeling comfortable in a rapid changing environment with competing and shifting priorities.
  • Ability to coordinate multiple projects and initiatives simultaneously, and to work well in a high performing team environment.
  • Have high degree of professionalism and integrity.

Proficiency in the use of computers for:

  • word processing
  • financial management
  • e-mail
  • Internet

Education:   College or higher degree

Experience:   5 or more years of progressive operational experience


Working conditions:

  • Work in an office environment, but the mission of the business may also take place in a nonstandard workplace.
  • Work a standard work week, but additionally will often work evening, weekends, and overtime hours to accommodate activities such as Board meetings and representing the Company at public events.

Personal Characteristics

The Executive Assistant should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the company business.
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the company business.
  • Communicate Effectively: Speak, listen, and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the company business forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

How to Apply:

Interested applicants should submit a brief cover letter and a current resume/CV at [email protected] and include “Executive Management Assistant” in the subject line.

The application deadline is August 15, 2022. Only qualified candidates will be contacted.

 Job Description