Admin Assistant MD

HAYS Poland jest firmą doradztwa personalnego, należącą do międzynarodowej grupy HAYS plc, notowanej na giełdzie w Londynie i największej firmy rekrutacyjnej w Wielkiej Brytanii.

Grupa posiada ponad 390 biur w 27 krajach na całym świecie, w których łącznie pracuje 8 300 specjalistów. Jest liderem w Europie Środkowej i Wschodniej, Azji, Ameryce Południowej, Australii, Nowej Zelandii, Chinach, Japonii, Hong Kongu i Kanadzie.

Position:

Admin Assistant MD

Job Purpose Statement

Supports a MD in effectively managing his workload by providing professional, efficient & confidential secretarial & administrative related support services. Uses appropriate tools & processes to plan, prioritise & perform work & to initiate & follow up on actions needed from other people, departments & organisations.

Includes dealing courteously & diplomatically with all levels of contacts within FedEx, Customer & external organisations in a multi country/culture business environment.
Plans & prioritises the evolving workload for a Director’s office, ensuring that optimal progress is maintained with both short term & longer term essential responsibilities. Adjusts priorities as needed to ensure that all results are produced to the required standard & all timelines are achieved.

Manages the office in an efficient & courteous manner ensuring that all visitors/calls, from internal & external customers, at all levels of an organisation, are dealt with appropriately. Establishes requirements/cause of issues and determines & initiates the necessary actions, involving relevant departments as needed in order to achieve the required result for all parties. Includes keeping customers informed on the actions taken & outcome achieved, as needed.
Minimises potential problems by performing an autonomous review of issues arising during the MD's absence/vacation and determines the appropriate area/person to deal with the situation & advising them according.


Organises the MD agenda by proposing & scheduling events in the most effective way to support the MD in the achievement of his/her objectives, whilst accommodating the requirements of the other parties involved. Resolves conflicting agenda items, whilst protecting future working relationships, by using an appropriate level of assertiveness & diplomacy when re-prioritising actions.


Plans ahead & develops a cohesive travel itinerary for a MD ensuring that all required factors are incorporated. Uses all available internal & external resources to co-ordinate the most effective international travel, accommodation & entertainment arrangements to meet the requirements of the MD & his/her guests, whilst complying with P&P. Communicates all relevant details to involved parties.


Based on an initial briefing, plans & organises appropriate arrangements (venues, facilities, equipment, translators, transportation etc) for large/high impact meetings/conferences with internal & external customers, government & airport authorities and related organisations. Includes using judgement to interpret requirements, explore potential solutions, obtains quotes. Presents an overview & associated costs for approval & implements the agreed solution.

Supports the MD in managing costs/expenditure by performing procedural checks on BVR’s & researching all variances to determine the cause. Initiates corrective actions needed.
Maintains an effective system to collate & track expense & invoice related information. Produces accurate expense reports on behalf of the MD at agreed intervals and checks the accuracy of expense reports that are submitted to him/her for approval to ensure they comply with Finance P&P.

Provides comprehensive and efficient secretarial services relating to confidential/complex subjects including preparing information for meetings, taking minutes, dictation, drafting correspondence, creating & updating reports & manuals, presentations etc. Includes adapting these to reflect the importance, audience & specific objective & ensuring total accuracy of work.
Identifies, & responds to routine enquiries & correspondence in an appropriate format & style.
Manages the MD’s E-mail in accordance with his/her preferences. Includes screening, forwarding, deleting, developing draft mails, composing & sending replies etc.


Develops, maintains & uses effective & secure systems (HR & Finance related, CMS & IMS, Intranet/Internet etc) & processes/tools (filing & archiving systems, E mail & correspondence management, suspense system etc) to manage information flows and facilitate its retrieval & use by self & authorised others.
Uses appropriate tools, methods to perform research and analysis of assigned quantitative &/or qualitative subjects (MBO results, COMPASS, SOP, market studies, competitor information, country comparisons etc). Identifies & works with appropriate contacts within FedEx & external organisations to obtain information & collates, analyses & presents results in an appropriate format, with the supporting rationale & back up data.
As appropriate, supports the MD in his work related personal affairs by initiating & co-ordinating actions needed including liaising with the Expat Co-ordination Specialist & appropriate external parties in order to determine actions & resolve issues in the most effective way whilst complying with P&P.

Supports the MD in managing his/her team & key regional/divisional initiatives by communicating specific requirements/actions and by following up on these to ensure all results are achieved within the required timelines.
As needed researches the steps needed & process flows and ensures these are communicated and adhered to.
Supports his/her personal effectiveness by monitoring established commitments & evolving situations to ensure that he/she is aware of all necessary actions that need to be completed within the required timeframes.
Improves ongoing departmental & company results by sharing best practices, information & advice with peers in own & other functions. Provides practical support/cover as & when needed including covering for other MD/VP assistants during absence or vacation.
Performs any related support functions as & when required.

Prosimy o dopisanie następującej klauzuli „Wyrażam zgodę na przetwarzanie moich danych osobowych zawartych w ofercie dla potrzeb procesu rekrutacji zgodnie z Ustawą o ochronie danych osobowych z dnia 29.08.1997r., Dz. U. Nr 101, poz. 926 ze zm.” Numer w rejestrze agencji zatrudnienia: 361 hays.pl