Job Requisition ID #
24WD83844
Administrative Assistant
Position overview
Provides administrative support to product managers and staff as needed. Coordinates meetings and other activities for a team of Sr. Directors and direct reports, as needed. Works closely with the Executive Assistant of the Vice President on various projects, events and needs of the organization. May need to contact company personnel at all organizational levels to gather information and prepare documents.
This position will be based out of the Krakow office.
Main Responsibilities
ADMINISTRATIVE SUPPORT:
- Assist in coordinating the logistics for events and meetings on and offsite, including preparation of meeting materials. Manage and maintain calendars. Make business travel arrangements and manage travel itineraries
- Maintain email aliases, distribution lists and shared directories. Responsible for maintaining permissions. Manage information by organizing and tracking on databases to synthesize and generate reports
- Assist with management of departmental budget. Track purchases and generate expense reports / Purchase orders. Ensure department bills are paid in a timely manner. Serve as point person for departmental purchases, including but not limited to PO tracking and overall asset management
- Maintain confidential material related to employees and company operations
- Assist with local logistics for offsites as needed
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COORDINATION SUPPORT:
- Develop and maintain positive working relationships with staff, internal departments and outside vendors to effectively coordinate activities and collaborate on special projects. Manage information flow within department or organization unit and communicate new corporate policies/programs that affect team members. Serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials
ADDITIONAL SUPPORT:
- Office support for local BID employees, as needed
Minimum Qualifications
- 2-4 years administrative support
- Experience managing calendars for multiple people, preferably across different time zones
- Experience leading the coordination for on site events, preferably customer facing, but as a minimum internal events with up to 50 attendees
- Experience filing expense reports
- Experience with basic bookkeeping tasks and Purchase orders
- Experience using Microsoft Outlook and SharePoint
Preferred Qualifications
- Tech industry background
- Experience using Concur, Ariba and Workday
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