Executive Office Coordinator

6 dni temu

Warszawa, Mazovia, Polska TN Poland Pełny etat
Job Overview

This is a full-time role providing onsite assistance coverage for Managing Directors within the Executive Office division at the TN Poland Warsaw office.

The ideal candidate will be a highly proactive, motivated and organised individual who is able to multitask, prioritise effectively and demonstrate excellent time management.

About the Role

  • Provides administrative support in a complex team environment to a senior group or executives.
  • Comprehensive and pro-active diary management and scheduling of meetings - room bookings, documentation, media services for audio visual/video conference facilities.
  • Coordinates complex, senior-level internal/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 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/requirements.
  • Logs MDs weekly time on in-house system (using Artemis).
  • Enters MDs whereabouts and vacation details (using Excel and/or MyVacationCalendar).
  • Supports visiting MDs – assisting with diary management, arranging offices, transportation, access to buildings and team events if required.
  • Coordinates town halls, team events and/or socials - booking rooms across global campus, setting up registration details, sign up links, dial-in numbers, Zoom IDs, arranging refreshments, lunches and dinners.
  • Manages space (planning and executing department moves, 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 (sends newsletters, manages distribution lists and share points).

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