Ogłoszenie numer: 375821, from 2014-01-16
On behalf of a leading global provider of ERP solutions we are recruiting
Personal Assistant
Location: Wrocław
Job description
Position Purpose
Provides indispensable support through proactive management, effective scheduling and by being very attentive to detail. Develops a deep understanding of the needs / preferences of the line manager and focuses, ensuring the smooth running of their office
Principal Accountabilities
Daily management and administration
- Manage diary; understanding the importance of key meetings, building flexibility into the diary and anticipating needs and occurring details
- Organize internal and external meetings including arranging room bookings, equipment and catering needs
- Prepare letters, reports, memos and other documents in a clear and compact way
- Screen incoming telephone calls; direct them appropriately
- Review incoming correspondence, distribute and respond accordingly. Follow up where necessary
- Prepare documentation such as agendas and figures for meetings/ presentations and co-ordinate any project work
- Ensure correct briefing notes or papers for meetings
- Meet and greet visitors in a professional manner; ensure they leave with a positive experience
- Taking detailed and accurate notes in meetings as and when required
- Create and maintain accurate filling systems
- Make and coordinate extensive travel arrangements in line with Company policy
- Ensure stationery supplies are maintained
- Provide support for all other administrative tasks as directed
- Manage the preparing of payroll and holiday requests relating to direct reports of the CEO
- Maintain the organizational charts for areas of responsibility
- Process expenses and track corporate card activity within Company guidelines / timeframes
- Remember deadlines and prompt where necessary
- Signing – ensuring that the team’s paperwork and legal correspondence is signed and tracked.
- Communication
- Ensure the CEO knows where he needs to be throughout the day. Prompts him where necessary
- Communicate clearly, confidently and in a professional manner at all levels both internally and externally
- Deal with all enquiries and requests promptly only escalating to the CEO when necessary
- Uses initiative to solve problems without the need to escalate
- Build and maintain strong working relationships with key contacts within global organization to ‘make things happen’
- Work in partnership with other back office staff both internally and externally
- Convey a professional image for the company at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity
- Handle sensitive information with the highest level of discretion and confidentiality
Requirements
- Excellent working knowledge of and proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Project.
Other
- Organize and co-ordinate various events as directed e.g. Strategy Days, Conferences, Team events etc.
- Prepare and circulate the information memos in line with company requirements.
- Monitor internet to gather commercial relevant information.
Key Performance Indicators (KPI’s)
- Work is accurate
- 100% aware of all ongoing work with its deadline
- Street smart
- Seamless support
- Schedules managed effectively
- Their office delivers to deadlines
Competencies
- Integrity & Trust
- Resilience & Composure
- Planning & Organizing
- Communication
- Working with others
- Applying job knowledge
- Pleasant disposition
Please add the following clause: I agree to the processing of my personal data for the needs necessary in the recruitment process.