Purpose: Overall responsibility for providing comprehensive administrative, organizational and logistical support to respective HoFs. Provides value-added and proactive support to the HoFs, ensuring the effective and productive execution of the duties. Involves coordinating activities and ensuring the timely flow of information to and from the HOFs. Handles confidential and critical details, functioning efficiently in a fast-paced professional environment. Independently manage multiple tasks and projects with competing priorities and deadlines. Provides advanced and diverse administrative support to the HoFs.

Scope of the role & main responsibilities:

Calendar, Meeting Plan and Travel

Manage calendar to maximize productivity and efficient usage of time for both internal and external meetings.Based on input provided by the team, plan and arrange external meetings with identified stakeholders, coordinating with relevant point of contacts for the person to be met.Make travel arrangements and provide itineraries and where appropriate other stakeholders in alignment with PMI policies and tools.Plan and organize Functional meetings and regular catch-up meetings between HoF and direct reports and full team members.Solve logistical clashes independently by applying appropriate judgment and prioritization

Expense Statement

Process, for HOF and in case of specific needs for the respective direct reports, Expense Statements regularly and timely, according to PMI policies and tools

Visit Plan in collaboration with on-site assistant:

Support Head of Function (HoF) and HoF’s direct reports to plan and arrange the logistics connected to internal and external stakeholders visit for the Team, selecting most appropriate venues, coordinating amongst the various stakeholders, defining efficient agendas and monitoring the visit logistics on going in order to ensure smooth execution

Documentation and Communications Preparation

Obtain and organize information for use in conferences, speeches, and reports as requested by HOF

Editing, proofing, formatting, document design/production, form filling and data entry

Handling confidential business and personnel information

Creating and managing Purchase Orders (P2P process), Vendor Creation & Maintenance to support the respective HOF requirements.

 

Work Experience:

You will have significant experience (5 + years) in managing a team of administrative assistants, able to demonstrate where you have successfully developed and supported a team to achieve successYou will have significant experience (5 + years) providing support to a MD or Senior leaderYou will have worked within a global, matrixed organisationYou will have managed a team of administrative assistants in previous / current role

 

Other skills:

Fluent English/German in written and verbal formProficient computer skills and in-depth knowledge of relevant softwareExcellent and demonstrable planning and organising skills – proven ability to prioritise, manage time effectively and use initiative as appropriateExtensive experience in effective diary management, organising meetings and events and booking accommodation and travelReliable and enthusiastic with proven ability to work in a team environment, to establish effective working relationships and to communicate with a wide range of people at all levelsProven ability to manage, develop and motivate a team of assistantsExcellent attention to detail and accuracyDemonstrable self-awareness, pragmatism and willingness to work with othersSuperior active listening skillsAbility to problem solve, and to utilise a network to do so, where requiredFlexible and pragmatic approach to supporting a wide operational remitUnderstands and reflects the company values and behaviours at all timesCan maintain personal effectiveness under pressureTakes ownership of work and makes informed decisionsDealing with confidential information in a diplomatic style

 

*For those applying in Poland, in this position you will earn no less than 8650 PLN gross monthly.