People & Culture Assistant

Key Responsibilities

• Own calendar management: organizing inboxes, scheduling meetings, resolving scheduling conflicts, prioritizing calendar events, communicating urgent requests and changes to relevant stakeholders.
• Manage Xeneta Board meeting logistics, including liaising with Board members, setting Board calendar, ensuring timely delivery of Board materials, and scheduling Board dinners.
• Arrange and coordinate travel plans, itineraries, and agendas.
• Support with various administrative and ad hoc tasks, such as processing expense reimbursements.
• Schedule and coordinate various events for C-Suite and Extended Leadership Team members, such as offsite meetings, departmental events, team-building events, etc.
• Support the People Experience Team on other global events and initiatives, such as supporting the Senior People Experience Partner on ticketing systems and ad hoc office management.

Skills, Knowledge & Expertise

• Ideally 1-3 years of experience in a similar role, such as Scheduling Assistant, Personal Assistant, Coordinator, or Executive Assistant.
• Business fluent in English, oral and written.
• Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel).
• Excellent communication, interpersonal, and organizational skills.
• Self-motivated; able to work independently and efficiently.
• You thrive in an international, fast-working environment and enjoy making people's lives easier. You remain calm and composed, even while handling tasks that demand detail-focus and accuracy.
• Ability to quickly familiarize yourself with new topics. You like digging into new things and can deal with multiple issues simultaneously.

Benefits

• We have a transparent and open work environment where everyone is empowered to make an impact and encouraged to voice their ideas.
• Keeping true to our value, “Xeneta is one”, we regularly bring colleagues together across locations. We organize an annual global company trip, and we aim to create opportunities for people to meet in person.
• You will enjoy our generous vacation plan: 26 paid days of vacation per year.
• We value work-life balance and want to make sure you can spend quality time with your family or enjoy your hobbies when your workday is over.
• We have flexible working hours (core time with meetings is 11:00 to 16:00 EET, the rest is up to you).
• Note that the positions is employed through GI Group, our staffing partner in Romania.

• Our Impact: We’re category leaders digitalizing the way ocean and air freight is procured bringing on-demand actionable data to all industry stakeholders. We’re moving fast.
• Our Technology: Deep data analytics and integrations coupled with a scalable, sleek and beautiful user interface.
• Our Team: Shipping, consulting and tech all-stars on our roster.
• Our Values: Xeneta is One. Transparency builds trust. Ownership drives Impact. Modernization through data. Diversity is our Superpower.