Executive Office Support Specialist

1 miesiąc temu

Warszawa, Mazovia, Polska Goldman Sachs Pełny etat

Job Summary

This is a full-time role providing onsite assistance coverage for Managing Directors within the Executive Office division at the Goldman Sachs Warsaw office. The successful candidate will be a highly proactive, motivated, and organized individual who is able to multitask, prioritize effectively, and demonstrate excellent time management.

Key Responsibilities

  • Provides administrative support in a complex team environment to a senior group of executives.
  • Comprehensive and proactive diary management and scheduling of meetings, including room bookings, documentation, and media services for audio visual/video conference facilities.
  • Coordinates complex, senior-level internal and external meetings and conference calls.
  • Interacts with high-level business leaders in a professional and effective manner.
  • Responds and follows up on client requests.
  • Prepares and distributes divisional correspondence, memos, meeting minutes, reports, PowerPoint presentations, or other documents as requested.
  • Maintains an understanding of firm policies and handles certain issues independently.
  • Coordinates domestic and international travel arrangements and processes expense reports using Concur.
  • Assists with visa applications and requirements.
  • Logs MDs weekly time on an in-house system using Artemis.
  • Enters MDs whereabouts and vacation details using Excel and/or MyVacationCalendar.
  • Supports visiting MDs by assisting with diary management, arranging offices, transportation, access to buildings, and team events if required.
  • Coordinates townhalls, team events, and/or socials, including booking rooms across the global campus, setting up registration details, sign-up links, dial-in numbers, Zoom IDs, arranging refreshments, lunches, and dinners.
  • Manages space, including planning and executing department moves and occupancy updates in GS Space.
  • Works closely with divisional Chiefs of Staff, Leadership Team, global Assistants, and office-wide Networks and Pillars.
  • Supports Internal Communications efforts for the office, including sending newsletters, managing distribution lists, and share points.

Requirements

  • Minimum 3 years of administrative, personal, or executive assistance experience, preferably within the international financial services or consultancy industry.
  • Advanced knowledge of English.
  • Excellent interpersonal and communication skills, both verbal and written.
  • Extensive knowledge of MS Office, including Outlook, Word, PowerPoint, and Excel.
  • Professional with high attention to detail.
  • Ability to solve problems quickly and efficiently.
  • Ability to handle highly sensitive, confidential, and non-routine information.
  • Demonstrated dependability and sense of urgency about getting results.
  • Demonstrates high degree of integrity and confidentiality.
  • Strong organizational skills.
  • Ability to work well under pressure, adapt to unexpected events, prioritize, and multitask in a deadline-driven environment.

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