Senior Administrative Assistant

• The role: Senior Administrative Assistant

• Location: Krakow, hybrid

• Salary: up to 10 400 PLN/month, contract of employment (UoP)

The Assistant will be responsible for keeping our leaders on-track, organized and responsive. The Assistant will execute special or continuous research and data analysis tasks, triage and respond to incoming questions, offer solutions, compile and analyze data, and prepare reports and recommendations. The Assistant will coordinate activities between departments and outside parties, and contact company personnel at all organizational levels to gather information and perform work. The Assistant must maintain a high level of confidentiality of work. Assignments may be found in various functional areas.

Role Responsibilities: 

• Provides high level administrative support by proactively partnering with senior leader to facilitate their work, anticipates their needs and prioritizes accordingly. 

• Manages calendar(s) for leader(s) and their organizations. 

• Manages annual planning calendar (OMS) and creates look-ahead calendars for review. 

• Ensures that leader(s) are prepared for industry events, customer meetings, and key internal meetings  

• Creates and edit documents, spreadsheets and presentations as requested. 

• Manages schedules, arrange appointments and itineraries. 

• Coordinate meetings, travel, conference calls, and completes expense reports. 

• Provide department level support for weekly meetings, and large department initiatives. 

• Manages event set-up, breakdown and catering, including off-site events. 

• Acts as delegate for senior leader with their direct reports and service groups (HR, Facilities, Finance) 

• May review direct reports’ expenses and purchases in place of senior leader. 

• Assists with preparing budgets and other financial documents. 

• Creates and prepares correspondence, reports, email and other documents. 

• Shapes and executes on communication plans internally and externally. 

• Own department documents/artifacts and keep internal repositories up to date. 

• Arranges travel plans and itineraries, and compiles travel documents. 

• Remains knowledgeable of all company administrative policies and procedures.   

• May be asked to run various errands or support new ad-hoc projects. 

• Handles sensitive and confidential information with tact and diplomacy. 

• May be asked to analyze problems, determine approach, compile and analyze data, and prepare reports/recommendations. 

Preferred Qualifications: 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). 

• Strong written, verbal and listening communication skills. 

• High level of accuracy, attention to detail. 

• Maintains an advanced degree of confidentiality and sense of urgency. 

• Able to work under time pressure with multitude of task and multiple stakeholders 

Minimum Qualifications: 

• Minimum of 2-3 years' experience as an Administrative Assistant or commensurate experience.