Administrative Assistant

Job Offer: Administrative Assistant
Contract: Fixed-term contract with the possibility of evolving into a permanent contract
Location: Embassy in Warsaw

Overall Mission

• We are looking for a versatile and organized Administrative Assistant to join our team. You will be in charge of the administrative and logistical aspects, ensuring the smooth daily operation of our institution.

Your Main Responsibilities

• Administrative and Organizational Support
• Calendar management
• Reception of visitors by telephone/in person.
• Mail and email management (Drafting, formatting and filing letters).
• Organization and maintenance of filing (paper and digital).
• Invoice and Order Management and Tracking
• Order entry, preparation of quotes and invoices.
• Preparation of elements for accounting.
• Logistics and General Support
• Management of office supplies and consumables.
• Coordination with external service providers (IT, maintenance, security, etc.).

Desired Profile

• Expertise (Technical Skills)
• Bachelor's Degree - level training in Executive Assistance, Management or equivalent.
• Experience in a similar role is desirable.
• Perfect mastery of the Office suite (Word, Excel, PowerPoint) is imperative.
• Good level (spoken and written) of English or French and Polish.

Interpersonal Skills (Personal Qualities)

• Discretion and Confidentiality
• Organization and rigor: Ability to manage priorities and deadlines.
• Autonomy and proactivity: You are proactive and anticipate needs.
• Excellent interpersonal skills: Discretion, diplomacy and a sense of service.
• Versatility and ability to adapt to a changing environment

Special Conditions

• Flexibility: Availability to work evenings, weekends or public holidays according to the diplomatic schedule, with the possibility of making up the hours or days worked.
• For non-Polish people, proof of a residence permit authorizing the exercise of a professional activity and being legally residing in Poland on the basis of a long-term residence permit.

Apply by APPLY NOW BUTTON 
or directly to recruitment.smmw@gmail.com