Senior Administration/Office Manager & Company Secretary

About Us

ELEPORT is a leader in electric vehicle charging infrastructure across Central and Eastern Europe (CEE), driving innovation in sustainable mobility. With operations in the Baltics, Adria region and Poland, we are committed to making electric mobility accessible throughout the CEE region.

The Role

If you’re a highly organized, proactive, and skilled professional with a passion for corporate governance and executive support, this is the job for you!

Key Responsibilities:

Management Board Support:

• Act as the primary point of contact for the Management Board members, coordinating and managing their needs across multiple countries.
• Provide high-level administrative support, including calendar management, travel coordination, and correspondence.
• Ensure smooth communication and seamless scheduling of global meetings, providing logistical and operational support.

Company Secretary Functions:

• Oversee the organization of all board and committee meetings, including scheduling, preparation of agendas, and distribution of documents.
• Attend all Management Board and Supervisory Board meetings, taking detailed minutes and ensuring that actions are followed up effectively.
• Maintain records of board decisions, governance documentation, and corporate records in compliance with legal requirements and internal policies.
• Support company governance administration.

Paralegal & Compliance Tasks:

• Handle legal document preparation, review, and filing, working closely with internal legal team.
• Manage statutory filings and compliance records as support to the Compliance Officer.

Additional Responsibilities:

• Foster strong relationships with external stakeholders, including auditors, legal advisors, and regulatory bodies.
• Collaborate with various departments, including HR, Legal, and Finance, to ensure alignment with corporate objectives and compliance requirements.
• Lead and oversee HQ office operations, ensuring optimal efficiency and functionality.

Key Skills & Qualifications:

• Experience: At least 5 years in a senior office management role, with a strong background in managing executive needs across multiple geographies. Prior experience as a Company Secretary or in a similar governance role is a plus.
• Education: A relevant degree or professional qualification (e.g., law, business administration, or related field).
• Languages: Proficiency in Estonian and English is required.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Strong attention to detail and a proactive approach to problem-solving.
• Exceptional communication skills, both written and verbal, with the ability to communicate with high-level executives and external stakeholders.
• High level of discretion and integrity, handling confidential information with care.
• Strong understanding of corporate governance, legal compliance, and the regulatory environment.
• Familiarity with legal and corporate documentation, board meeting protocols, and paralegal tasks.

What We Offer:

• A competitive salary and comprehensive benefits package.
• An opportunity to work in a fast-paced, dynamic, and global business environment.
• A collaborative and inclusive culture with opportunities for personal and professional growth.
• Exposure to senior leadership and direct involvement in shaping the strategic direction of a world-class organization.

By submitting your job application and CV, you grant us permission to manage your personal data exclusively for recruitment purposes, which will be treated with the utmost confidentiality.

Only selected candidates will be contacted.