NCE General Manager Assistant & Offices Manager (EN/DE/PL)

The NCE GM and Office Assistant  is accountable for supporting the NCE General Manager work effectiveness by helping him arranging meetings, regional and international business trips, submitting expenses reports and preparing management visits and presentations in an efficient, proactive and trustworthy manner. S/he is also responsible for managing the smooth running of the Warsaw and Frankfurt offices and team engagement related meetings and events.

This position is a 60% work schedule (24 hours per week) fixed-term contract for 12 months, with possibility of renewal after successful first year. It is hybrid between Warsaw Office presence and possibility to work occasionally from home.

GM Assistant:

1. Proactively manages calendars according to the leader’ most important priorities and avoids calendar conflicts
2. Organizes worldwide travel arrangements including end to end transportation, accommodation, visa requests, etc.
3. Manages the Leaders’ Travel Expenses in a timely manner and in line with internal policies
4. Organizes logistics for recurring business decision meetings owned by the GM, as well as team meetings/events/trainings. Partners to develop agenda and ensure project management and delivery.
5. Support local HR on employee engagement related activities.
6. Provides ad‐hoc support as required 

Office Manager:

1. Office and budget management in Warsaw and Frankfurt 
2. Company car Fleet and car budget management
3. Materials management and inventory (computers procurement and setup, phones, office materials, etc.)
4. Management of mail business correspondence
5. Purchase Orders SPOC for NCE and ad-hoc support for other departments in creating POs

• Has working proficiency in English, Polish and German (written and spoken)
• Has minimum 3 years of experience in a similar position
• Is passionate about the work of an executive assistant, enjoys caring for the leader and team, and aims to make their everyday work life smoother by anticipating their needs.
• Has a strong bias for action: acts with a sense of urgency and determination, focusing on the end result and removing barriers with a solutions‐oriented mindset.
• Focuses attention on the most important priorities as aligned with the leaders and has an efficient follow through, strong organizational skills, discipline and passion for excellence.
• Collaborates efficiently across the different sectors and segments and across the organizational boundaries. Always look for a win‐win approach and has strong interpersonal skills. Partners with the local assistants across the globe to support at best. Has a flow to the work mindset.
• Is flexible and adaptable. Manages ambiguity or lack of clarity with calm and adjust to fit with changing situations. Is effective at managing stress and last‐minute changes.
• Acts with complete discretion and confidentiality.