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ZAINSPIRUJ SIĘ

Executive Administration Assistant, Senior Associate (Hybrid)

  • Redakcja portalu Mamo Pracuj
  • 3 lipca 2024
  • 2 MIN. CZYTANIA

Executive Administration Assistant, Senior Associate (Hybrid)

Gdańsk

Business Strategy and Project Management
Job ID: R-750229
Full time

  • Work directly with 1-2 senior management members, including Poland Chief Operating Officer, to support all aspects of their daily work routine
  • Maintain executives’ calendars, including scheduling meetings, appointments, speaking engagements etc.
  • Independently and efficiently coordinate complex meetings involving senior level internal and external participants
  • Exercise discretion in committing the executives’ time and evaluating needs and apply judgment in handling sensitive and confidential financial, legal and company information
  • Arrange complex travel (domestic and international)
  • Prepare, reconcile and submit expense reports in Oracle expense system
  • Serve as a liaison between the executives, their teams and executive partners.
  • Proactively determine priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate
  • Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up
  • Prepare a variety of materials on a daily, weekly or monthly basis such as meeting handouts and meeting agendas
  • Work collaboratively with others across multiple business lines and geographies
  • Support executive visits to the Poland offices;  and execute various logistics; manage the changes as required;
  • Actively support in house events; employee engagement routines as well as end to end delivery of annual staff event
  • Flexibility in managing the additional tasks based on the current business needs and focus areas

Qualifications:

  • 5 years of proven executive administrative experience in fast paced environment
  • Enjoys a rapidly changing environment; ability to adapt to changing priorities and meet deadlines
  • Excellent planning and organizational skills, being able to act in time pressure environment with high quality outcomes
  • Strong Communication skills including Exceptional writing, editing and proofreading skills as well as confidence in interactions with staff on all level including senior management
  • Proficiency in the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); advanced knowledge of Microsoft Outlook including calendar tasks, journals and contacts
  • Modern and innovative working concepts and an ability to drive continuous improvements with processes, tools and approaches
  • Exercise good judgment in the face of ambiguous information as well as ability to use discretion in researching and analyzing problems
  • Strong interpersonal skills and customer-service oriented with skills in establishing and maintaining effective working relationships at all levels
  • Demonstrates Proactive and confident approach , Self-motivated, willing to assume responsibility without direct supervision
  • Fluent English/Polish

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