Executive Administration Assistant

• Work directly with 1-2 senior management members, including Poland Chief Operating Officer, to support all aspects of their daily work routine
• Maintain executives’ calendars, including scheduling meetings, appointments, speaking engagements etc.
• Independently and efficiently coordinate complex meetings involving senior level internal and external participants
• Exercise discretion in committing the executives’ time and evaluating needs and apply judgment in handling sensitive and confidential financial, legal and company information 
• Arrange complex travel (domestic and international)
• Prepare, reconcile and submit expense reports in Oracle expense system
• Serve as a liaison between the executives, their teams and executive partners.
• Proactively determine priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate
• Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Prepare a variety of materials on a daily, weekly or monthly basis such as meeting handouts and meeting agendas
• Work collaboratively with others across multiple business lines and geographies 
• Support executive visits to the Poland offices; and execute various logistics; manage the changes as required;
• Actively support in house events; employee engagement routines as well as end to end delivery of annual staff event
• Flexibility in managing the additional tasks based on the current business needs and focus areas

Qualifications:

• 5 years of proven executive administrative experience in fast paced environment
• Enjoys a rapidly changing environment; ability to adapt to changing priorities and meet deadlines 
• Excellent planning and organizational skills, being able to act in time pressure environment with high quality outcomes
• Strong Communication skills including Exceptional writing, editing and proofreading skills as well as confidence in interactions with staff on all level including senior management
• Proficiency in the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); advanced knowledge of Microsoft Outlook including calendar tasks, journals and contacts
• Modern and innovative working concepts and an ability to drive continuous improvements with processes, tools and approaches
• Exercise good judgment in the face of ambiguous information as well as ability to use discretion in researching and analyzing problems 
• Strong interpersonal skills and customer-service oriented with skills in establishing and maintaining effective working relationships at all levels 
• Demonstrates Proactive and confident approach , Self-motivated, willing to assume responsibility without direct supervision
• Fluent English/Polish