Executive Assistant
Wrocław
NR REF.: 1123214
Key responsibilities:
Coordinate the CEO’s diary, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly and deadlines are met. Making travel arrangements, coordinating flights, accommodations and other itinerary specifics. When the executive has conflicting priorities, he/she must balance those duties to make sure key projects meet deadlines.
Generate various office reports, create spreadsheets and charts, maintain databases and write departmental status reports.
Serve as the liaison between the executive offices, board and extended executive members. Facilitate communication, plan events, distribute information, draft agendas, schedule meetings, and record minutes. Guarantee the seamless organization of executive and board meetings as well as leadership team meetings or other meetings to be organized either on the request of the CEO or other senior EMEA or Global Managers. He/she is responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company complies with all applicable record-keeping requirements.
- Office Management and Staff Supervision:
Coordinate the efforts of administrative colleagues in effectively running the executive office, training staff on internal processes and systems and ensuring all necessary functions are appropriately covered. Check and order supplies, oversee conference rooms and handle problems, approve purchase orders.
- Communication, Speeches and Presentations:
Be well versed in writing, draft correspondence, speeches, presentations and announcements from the executive office. Developing staff and board presentations.
Having the significant responsibility to position herself between the public, clients and customers, staff members and the CEO. In this capacity, he/she screens phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
The Executive Assistant must be able to work without much direction to make sound decisions without supervision. He/she needs to anticipate or recognize problems and refer them immediately to the right person for resolution. He/she also needs to understand logic, reasoning, mathematical methods and statistics to determine the strengths and weaknesses of solutions to problems.
- Stakeholders and Clients:
Be the liaison with outside business organizations. This includes, but is not limited, the organisation of regulatory meetings in various locations.
No direct reports. May serve as a support team lead, assigning activities to other support staff and checking work completion. May also provide advice/training to new or less experienced team members.
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Requirements:
- Bachelor’s degree preferred
- Previous assistance experience of minimum 3-4 years in a comparable position is a must
- Excellent knowledge of English
- Outstanding knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Must be very familiar with and highly able to use IT products, such as personal computer, iPads as well as all online forms (IT portal, SAM requests)
- Skilled in typing, shorthand, and/or dictation, advance proofreading/editing and word processing.
- Effective collaboration and communication skills are required, including information exchange with internal and external contacts. Tact, diplomacy and confidentiality are essential skills based on the level of internal and external contacts.
- Superb organizational skills and be able to handle multiple tasks simultaneously and therefore manage priorities, establish and meet deadlines.
- Must have sound judgement and understand the importance of teamwork
- Must be result oriented, aware of the bottom line and focused on achieving the required results in a timely manner
- Flexibility, proactivity, and working well under pressure are vital.
