Position Title:  Senior Administrative Assistant

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 success
• You will have significant experience (5 + years) providing support to a MD or Senior leader
• You will have worked within a global, matrixed organisation
• You will have managed a team of administrative assistants in previous / current role

Other skills:

• Fluent English/German in written and verbal form
• Proficient computer skills and in-depth knowledge of relevant software
• Excellent and demonstrable planning and organising skills – proven ability to prioritise, manage time effectively and use initiative as appropriate
• Extensive experience in effective diary management, organising meetings and events and booking accommodation and travel
• Reliable 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 levels
• Proven ability to manage, develop and motivate a team of assistants
• Excellent attention to detail and accuracy
• Demonstrable self-awareness, pragmatism and willingness to work with others
• Superior active listening skills
• Ability to problem solve, and to utilise a network to do so, where required
• Flexible and pragmatic approach to supporting a wide operational remit
• Understands and reflects the company values and behaviours at all times
• Can maintain personal effectiveness under pressure
• Takes ownership of work and makes informed decisions
• Dealing 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.