Balfin Construction (formerly known as Mane TCI), Company, part of the BALFIN Group, is a leader in construction and investment of development projects in Albania and the region. Founded in 2001, Mane TCI is specialized in the field of civil and industrial construction such as: Shopping Centers, Residential Building, Social and Cultural Centers, industrial construction, and infrastructure.

BALFIN Group is one of the leading investment groups in the Western Balkans region, embodying international standards with local expertise. Founded in 1993 in Vienna by Samir Mane, today, the Group has a presence in 11 countries, Austria, Albania, Kosovo, Bosnia and Herzegovina, North Macedonia, Montenegro, Switzerland, Croatia, the Netherlands, USA, and Canada. BALFIN, a diversified group active in real estate, wholesale and retail, banking, asset management, tourism, education, and logistics, employs approximately 5,000 people. Total Group’s Assets (including financial institution) is € 2.2 billion, as of 2023 data.

Position:          Executive Assistant to CEO

Location:         Headquarters

Summary: Executive Assistant to the CEO provides comprehensive administrative, organizational, and coordination support to the CEO with the goal of optimizing time management and communication. He/she serves as the main point of contact between the CEO and internal/external stakeholders, ensuring professional management of information, the calendar, and company documentation.

Main Responsibilities:

Calendar Management, Planning & Task Follow-up:

• Manages and updates the CEO’s calendar, prioritizing meetings based on urgency and importance.
• Coordinates and schedules meetings, presentations, and travel, both domestic and international.
• Ensures the CEO has all necessary materials and information ahead of each meeting.
• Takes meeting minutes, formats them according to company standards, and distributes them to relevant parties.
• Responds to the CEO’s daily requests and the operational needs of the executive office.
• Monitors and follows up on open tasks delegated by the CEO, ensuring deadlines are met.
• Coordinates the CEO’s interactions with department heads to support the progress of strategic projects.
• Supports the CEO in data analysis, preparation of materials, summaries, and strategic reports.

Communication Coordination:

• Serves as the first point of contact for the CEO with internal departments and external partners.
• Prepares and manages key communications, including emails, notices, memos, and meeting summaries.
• Filters information according to priority and ensures the CEO is informed in a timely manner.
• Ensures that all incoming and outgoing communication from the Executive Office is structured, accurate, and in compliance with company protocols.

Document Management & Protocol:

• Registers all incoming and outgoing documents in real-time, in accordance with approved company procedures.
• Organizes, classifies, and archives documents according to departments, projects, and relevant categories.
• Provides employees with access to necessary documents while ensuring controlled access and confidentiality.
• Coordinates with the Central Archive for the delivery, storage, and final archiving of both physical and digital documentation.
• Prepares and maintains official documents, including reports, presentations, contracts, decisions, and other institutional materials as required.
• Scans contracts and stores them on the intranet/SharePoint according to proper categorization.

Interdepartmental Support & Additional Tasks:

• Participates in support tasks and initiatives for the Human Resources Department, as required.
• Ensures efficient coordination between departments for documents, information, and matters requiring the CEO’s approval.
• Supports internal administrative processes related to communication, organization, and official company events

Education: Possess a university degree. Preferably in Engineering, Business Administration, Management, Economics, or a related field.

Requirements:

• Work experience as an Executive Assistant, Administrative Coordinator, or similar support role (experience in large companies/groups is preferred).
• Strong communication skills, both face-to-face and over the phone, with clients, visitors, managers, and staff.
• Positive interpersonal skills and ability to interact effectively at all organizational levels.
• Able to work independently as well as part of a team.
• Flexible, committed, and detail-oriented.
• Excellent knowledge of Microsoft Office Suite.
• Proficient in English, both written and spoken (knowledge of other European Union languages is an advantage).
• Skilled in preparing presentations, reports, and official documents.
• Professional ethics in dealing with colleagues and ability to handle confidential information.
• Systematic, organized, and methodical.
• Knowledge of archiving regulations and procedures.

Application Procedure:

To apply for this position, please submit a CV and a Motivation Letter on the link.

Only shortlisted candidates will be contacted.

Deadline for submission: 23/12/2025

* All applications will be treated with strict confidentiality according to law No. 9887 set by the Albanian Parliament for the “Protection of Personal Data”.