Personal Assistant

Personal Assistant

Site Management Team performs high level administrative, coordination support and administrative duties across Warsaw Site.

The Personal Assistant role provides administrative support and performs administrative tasks according to set policies and procedures. Individuals in this role carry out a range of relatively routine activities and processes to provide support to the business unit. This role impacts the reputation of the function it serves as the initial point of contact for many customers. Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with others at all levels of the organization and externally.

Typical Accountabilities:

• Deliver a broad range of professional administrative services to Stakeholders
• Proactively manage all aspects of administrative support for their customers holding confidences and trusted with information
• Independently and pro-actively resolve issues and challenges relating to administrative requests
• Proactively manage the Director’s diaries to optimize schedules, and answer or redirect enquiries from internal or external sources
• Manage complex international travel and visa arrangements, monitoring spend and driving efficiencies, and ensure compliance when processing and reconciling Expenses
• Co-ordinate and schedule internal and external (including international) meetings, make travel arrangements, and where required attend meetings to manage agendas, record actions and monitor progress
• File and retrieve documents and reference materials for the Executive and the Leadership Teams: conduct research, collect and analyze data to prepare reports and documents
• Making sure that all necessary documentation is gathered and modified
• Advise customers and peers on the best way of conducting administrative & coordination tasks
• Administer and be an excellent user of essential IS/IT administrative systems to increase efficiency in day to day work
• Ensure good business understanding and show passion for customers to professionally support a customer group
• Lead or participate in administrative continuous improvement activities
• Contribute to knowledge sharing within the Site Management Team
• Lead or participate in training and development initiatives for administrators or other relevant training

Education, Qualifications, Skills and Experience:

• 2 or more years of experience as a PA / Administrative Coordinator
• Relevant professional qualification in administrative skills
• Strong business communication skills
• Excellent knowledge of spoken and written English & Polish languages (fluent e.g. native / bilingual);
• Additionally, demonstrated advanced proficiency across a broad range of administrative processes and procedures would be considered as advantage
• Ability to exercise considerable discretion, judgment, tact and diplomacy
• Demonstrated abilities to take the initiative to respond to rapidly changing priorities
• Ability to work independently with only general guidance
• Demonstrates a can-do approach and willingness to learn new skills
• Excellent time management and organizational skills
• Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with others at all levels of the organization and externally
• Demonstrated ability to work successfully in a team environment
• Excellent knowledge of working with IT tools and programs: Microsoft 365, Zoom Meeting, Internet proficiency; quick learning and implementation of new cloud / computer tools
• Some Project management skills to effectively manage events/small projects on behalf of the Customer would be consider as advantage
• University degree in related discipline would be considered as advantage