Provides administrative support and coordination activities for the CEO. The primary responsibility is to provide administrative support to the CEO. Responsibilities include but are not limited to supporting technology projects, meeting arrangements, preparing reports and financial data, internal and external stakeholder customer relations, taking meeting notes and documenting action items in all meetings. Requires strong computer and Internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
ESSENTIAL FUNCTIONS: The following are examples of the various functions required. The job requirements are not limited to the items on this list.
Administrative
• Responsible for taking meeting notes and documenting action items in all meetings
• Be able to create executive level PowerPoint presentations that will be shown at all levels of the organization
• Assist with the planning and logistics for vendor visits, special events, etc.
• Assist with scheduling of meetings and conference calls (internal and external)
• Liaison with other Departments, for example, IT, Marketing, Sales, Service Providers, Subcontractors, and Clients, etc.
• Ensure adequate communication regarding projects status and priorities
• Organization, analysis, problem solving and planning
• Travel arrangements (flights, hotels, cars and research on current COVID restrictions)
• Assist with CEO travel schedule and meetings, logistics
• Assist with the logistics of CEO's settling in Poland
• Maintain the budgets for the Business Strategy division which include:
• Create purchase requisitions, code and process invoices, expense report
• Assist with compiling and developing the annual budget
• Liaison with the General Management
• Maintain open communication on a daily basis to ensure that we are all on track
Relevant experience using the following skills:
• Excellent knowledge of administrative procedures and the structure of state offices
• Working knowledge of user applications such as Microsoft products (Word, Excel, PowerPoint), Outlook, QuickBooks / or other financial software
• Excellent facilitation skills
• Experience with data management planning, data entry, and reporting
• Development of daily plans; implementation of plans and instructions
• Ability to work autonomously and with personnel with diverse backgrounds and learning styles
• Must possess the ability to work under pressure to meet critical deadlines
• Must be flexible in response to changing program priorities
• Sound judgment and ability to handle duties and information with confidentiality and discretion
• Language: Fluent English and native Polish are must. Other languages as Russian, German and French are much appreciate
• Knowledge of immigration laws and procedures is a plus
Please include a copy of your CV in English with your reply.
global engineering and security solutions company
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