Administrative Assistant

Location: Hybrid work model (2–3 days onsite per week in Cracow)

Contract Type: Contract of Employment via Experis, full-time

Language Requirements: Advanced proficiency in English and Polish (mandatory)

Availability: Candidates with a notice period of up to 1 month will be considered

About the Role:

We are seeking an energetic and highly collaborative Administrative Assistant to join our fast-paced and engaging team. This is a unique opportunity to gain exposure across multiple business areas within a global, innovative organisation that embraces flexible working arrangements and offers exciting challenges. The ideal candidate is proactive, resourceful, and skilled at managing a wide range of responsibilities to ensure the seamless operation of our leadership team.

Responsibilities:

Calendar and Schedule Management:

• Proactively manage the Director’s calendar using initiative and forward planning

• Handle meeting requests efficiently and in a timely manner

• Act as a liaison among leadership, employees, and internal/external stakeholders

• Prepare agendas and set expectations for meetings

• Organise, coordinate, and host WebEx meetings

  
  

Travel and Expense Management:

• Arrange travel via SAP Concur and coordinate with AMEX Travel Centre

• Manage bookings, accommodations, transport, visas, and itineraries

• Coordinate travel agendas across multiple locations

• Submit expense claims and reports through SAP Concur

• Process purchase requisitions and orders using internal tools

  
  

Communication:

• Serve as the primary point of contact between leadership and stakeholders

• Manage internal announcements for events and celebrations

• Document and distribute meeting minutes and action items

  
  

General Administrative Support:

• Coordinate team calendars and announcements

• Organise logistics for internal and external events

• Prepare and edit reports, presentations, and documents

• Maintain confidential files and records

• Collaborate with stakeholders and the EA community to share best practices and coordinate joint initiatives

  
  

Requirements:

• Previous experience in a similar role

• Exceptional organisational and time management skills

• Strong multitasking and prioritisation abilities

• Proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, SharePoint)

• Excellent written and verbal communication skills

• Ability to handle confidential information with discretion

• Strong problem-solving and decision-making skills

• High level of professionalism and adaptability

• Proactive, can-do attitude and team-oriented mindset

• Experience working with multicultural teams and across time zones

• Ability to positively represent the Directors and the business

  
  

Our Offer:

• MultiSport Plus

• Group insurance

• Medicover Premium healthcare

• Access to e-learning platforms