Executive Assitant-Project Administrator

Our client is one of the largest IPP dominant in the wind sector in Poland. Currently for their local office based in Wilanow in Warsaw, they are looking for an executive assistant with knowledge of English for a B2B permanent unlimited contract. Your role will be to support the current team in administrative and organizational activities as well as facilitate project completion and development activities making sure all important documents concerning permits, engineering and environmental decisions, finance are gathered meticulously and in an orderly way. In this position you will work closely with the management team and will be responsible for Project Coordinator activities

  • Work collaboratively with the project manager and team to maximize productivity
  • Collaborate with the whole project team, contributing to the entire project lifecycle
  • Organize and monitor schedules and see that deadlines are met
  • Coordinate efforts within the team and with outside consultants efficiently
  • Report updates verbally and in written form to management
  • Monitor budget and help ensure resources are used efficiently

Executive Administration activities

  • Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive’s behalf
  • Maintaining comprehensive and accurate corporate records, documents and reports
  • Performing minor accounting and bookkeeping duties
  • Organizing meetings, including scheduling, sending reminders and organizing catering when necessary
  • Answering incoming phone calls in a polite and professional manner and accurately taking messages
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
  • Managing the executive’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters
  • Coordinating travel arrangements (both domestic and international) and create trip itineraries
  • Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects

The company is offering an attractive salary and benefits package on a B2B basis and the opportunity to work in an international team and learn within a stable company in Poland.

The ideal candidate will

  1. Have at least 3-4 years of experience in administration roles
  2. Project Administration experience as well as document control experience is a plus
  3. Knowledge of Document Control software will be a plus. Excellent command of Windows and Microsoft tools, especially Excel is a must
  4. Excellent command of English is a must both written and spoken
  5. We are looking for someone flexible, open to travel from time to time on site when required
  6. Very good organization skills are key to the position,
  7. Open communicator, able to adapt to changes and positive can-do attitude

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