Executive Operations Tender & Administrative Assistant

Executive Office & Tender Operations Assistant
Company: RAFI Defence Aerospace Engineering Maritime SRL

About RAFI
RAFI Defence Aerospace Engineering Maritime SRL is an international company operating in the defence, aerospace, engineering and mission-critical modular systems sectors.

Our portfolio includes deployable infrastructure, mobile command and control systems, field medical solutions, tactical shelters, mobile communication platforms and integrated engineering solutions supporting defence, government, civil protection and humanitarian operations.

As our company continues to grow, we are seeking a highly organised, proactive and reliable Executive Office & Tender Operations Assistant to support our executive team and ensure the efficient management of our administrative and operational activities.

Key Responsibilities

Coordinate the day-to-day administrative and operational activities of the company.

Manage executive calendars, meetings and business travel arrangements.

Organise meetings, customer visits, corporate events and international business trips.

Prepare professional correspondence, reports, presentations and corporate documents.

Coordinate communications with customers, suppliers, consultants and external stakeholders.

Maintain contracts, corporate documentation and company records.

Monitor project deadlines and ensure timely follow-up on key actions.

Support the preparation of commercial proposals, tenders and administrative documentation.

Coordinate office procurement and relationships with external service providers.

Support day-to-day administrative accounting activities.

Prepare, organise and maintain invoices, expense reports and payment documentation.

Monitor incoming and outgoing invoices and assist with payment schedules.

Collect, verify and archive accounting documentation for the company's external accounting firm (Commercialista).

Coordinate administrative matters with the external accountant, legal advisors and banking partners.

Contribute to improving internal processes and operational efficiency.

Handle confidential information with the highest level of professionalism and discretion.

Required Qualifications

Bachelor's degree in Communication, Political Science, Business Administration, International Relations

Minimum 3 years of experience in an Executive Assistant, Office Manager, Operations Coordinator or Administrative role.

Native or fluent Italian.

Professional working proficiency in English (written and spoken).

Excellent communication and interpersonal skills.

Outstanding organisational, planning and multitasking abilities.

Strong analytical and problem-solving skills.

High attention to detail and excellent time management.

Ability to manage multiple priorities in a dynamic and fast-paced environment.

Advanced knowledge of Microsoft Office 365 (Outlook, Word, Excel and PowerPoint).

A proactive, positive and solution-oriented mindset.

High level of integrity, discretion and professionalism.

Preferred Qualifications

Previous experience in an international company.

Experience supporting executive management.

Familiarity with administrative accounting processes.

Experience preparing commercial or tender documentation.

Interest in the defence, aerospace, engineering or technology sectors.

What We Offer

The opportunity to join a growing international company operating in strategic industries.

A collaborative, professional and international working environment.

Direct exposure to executive-level decision-making and international projects.

Long-term professional development and career growth.

A role where initiative, ownership and continuous improvement are genuinely valued.

If you are a proactive professional with exceptional organisational skills, strong communication abilities and the confidence to manage multiple priorities while supporting a dynamic international business, we would be delighted to hear from you.

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