Executive Assistant Job Description This role has the primary responsibility to provide administrative and secretarial services and interact with all departments to meet business & site objectives.
The incumbent provides administrative and secretarial support to the GBS EMEA Center Director and the team members at the site in a timely manner as assigned.
The role ensures accurate and confidential oral and written communications, managing calendars, meetings and travel plans.
The incumbent provides secretarial services for all team members and visitors as appropriate. This role reports into the Global Business Services EMEA Center Director who is based in Krakow, Poland. Responsibilities :
Produce and process communication materials, including MS Word, MS Excel and MS PowerPoint and other software applications in an accurate and timely manner.
Arrange meetings and teleconferences, including advance meeting notices, properly sized meeting areas, equipment access and catering as needed to ensure effective and efficient meetings and teleconferences.
Arrange travel plans including air & ground transportations, visa applications and accommodation for all team members and personnel from other locations if necessary.
Managing expense claims for specific leaders in the organization.
Collaborating with the site facilities manager to ensure the office equipment and / or office supplied are in good order and raising the necessary purchase requisitions.
Set up and maintain filing systems for key documentation for the legal entity in an accurate and retrievable form to ensure ease of access to information at all times.
Develop and maintain SharePoint sites as necessary.
Support administrative task for any manual / process (as backup) for example Treasury Check processing. Qualifications required :
Strong interpersonal skills, influencing skills and organizational / coordination skills.
Good time management, interpersonal skills, organizational and coordination skills.
Ability to work independently using own initiative.
Experience in SAP especially in raising purchase requisitions.
Experience in managing expense claims in Concur would be an asset.
Related experience within GBS / Shared Service Center is an advantage. Language & other requirements :
Fluent English is essential (written & spoken); additional EMEA language would be an added advantage. Global VISA and Relocation Specifications : Primary Location Poland-
Krakow Additional Locations Worker Type Employee Worker Sub-Type Regular Time Type Full time