Executive Assistant and Office Manager

Job description

The Executive Assistant will be assigned to administrative and clerical work at the Community of Democracies Permanent Secretariat (PSCD) based in Warsaw. He/she will work to enhance senior staff’s effectiveness by providing information management support.

Responsibilities:

• Manage executives’ correspondence; draft letters and documents including official and diplomatic correspondence; collect and analyze information.
• Manage executives’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, including prepare background materials.
• Manage executives’ telecommunications and meetings, welcome guests, provide assistance for meetings, take notes.
• Ensure Front Desk coverage by welcoming guests and visitors by greeting them, in person or on the telephone; answering or directing inquiries.
• Produce and handle information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Secure information and provide historical reference by managing databases, developing and utilizing filing and retrieval systems; recording meeting discussions.
• Manage office supplies by maintaining inventory; checking stock; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Requirements

• Degree in Administration, Management, or similar;
• Minimum of 5 years of relevant professional experience in a similar professional office setting in foreign service and/or an international organization, and/or a civil-society organization;
• Excellent organizational skills and attention to details;
• Planning and meeting coordination experience;
• Ability to work with minimal supervision and under pressure within a multicultural environment;
• Professional fluency in Polish and English, including excellent drafting skills, other languages would be a strong advantage;
• Computer literacy.

We offer

The position is based in Warsaw at the Permanent Secretariat of the Community of Democracies. The position is full time.

The proposed salary will depend on the candidate’s professional experience.