Office Assistant

Dentons Business Services EMEA serves as the operational backbone of Dentons, supporting the world’s largest law firm in delivering exceptional service to clients across Europe, the Middle East, and Africa.

As a crucial component of Dentons' global network, our EMEA business services team plays a key role in driving efficiency, innovation, and collaboration.

At Dentons Business Services EMEA, we are committed to excellence in supporting legal professionals with cutting-edge solutions. Our dynamic and diverse team collaborates seamlessly to provide a wide range of services, including finance, IT, human resources, marketing, and more. We pride ourselves on fostering a culture of continuous improvement and adaptability.

Office Assistant is a dedicated and personable professional responsible for managing front-desk operations and providing exceptional customer service. This individual will handle a variety of tasks with a high degree of attention to detail and discretion, ensuring a welcoming environment for all visitors and staff.

Position details

• Location: Warsaw
• Working hours: 9 a.m. to 5 p.m., Monday to Friday
• Remote work: Not applicable (on-site role)
• Reports to: Business Office Manager

Job summary

• Serving as the primary point of contact for guests, employees, job candidates, and vendors, ensuring a positive first impression.
• Managing and supporting the front-desk and reception areas, including answering and directing phone calls, greeting visitors, and handling inquiries.
• Maintaining a visitor log and issuing visitor badges as necessary.
• Performing general administrative tasks, such as handling email, files, meeting minutes, mailings, and deliveries.
• Coordinating meeting-room calendars and scheduling appointments.
• Keeping reception and communal areas clean, stocked, and organized.
• Ordering office supplies, maintaining inventory, and ensuring equipment is operable.
• Maintaining filing systems, contact databases, employee lists, and inventories.
• Assisting in coordinating on-site and off-site team events as needed.
• Providing administrative and clerical support to office staff and departments.
• Managing incoming and outgoing mail and deliveries.
• Assisting with basic bookkeeping tasks such as processing invoices and expenses.
• Providing ad hoc support to staff members and departments, as required.

Qualifications and skills

• Proven experience as a receptionist or in a similar administrative role.
• Excellent verbal and written communication skills.
• English at a minimum B2+ level (spoken and written), enabling professional communication with clients and colleagues.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• High degree of attention to detail and willingness to incorporate new and effective ways of working to achieve better results.

Core competencies and attributes:

• Strong customer-service orientation and professional telephone manner.
• Professional appearance and demeanor.
• Strong organizational skills and ability to multitask effectively.
• Proactive, reliable, and punctual, with a strong sense of responsibility.
• Flexible and adaptable to changing priorities.
• Team player with a collaborative mindset.

• Private medical healthcare provided by Medicover 

• MultiSport card 

• Benefit Cafeteria system 

• Veterinary care for your pet provided by PetHelp 

• Option to join a private insurance plan 

• An additional day off for your birthday 

• Tailored learning & development opportunities