Interim Administrative Assistant in European Centre for Returns

Duties and tasks linked to the post:

• assisting in organising regular meetings between Return Division and other entities
• scheduling the bilateral meetings between Return Division and the external stakeholders throughout the year (around 30 meetings) – collecting agenda items, collecting nominations to the meetings, sending out invitations, preparing templates for briefing notes, outcomes/final reports,
• handling correspondence regarding repetitive/regular meetings for return working groups for specific countries
• sending tasks and collecting inputs regarding nominations to the meetings within the Agency or training needs
• collecting the inputs to procurement plan,
• preparing an overview of due tasks on a daily basis (based on inputs from the team members),
• updating the regular weekly reports on return (data provided by Units) and sending out;
• delivering an overview of events from divisional calendar to the Executive Secretariat – on a weekly basis,
• updating and managing the general folders in the Team’s workspace on My FX
• maintaining the functional mailbox: sorting out the abundance of emails: archiving, transferring to designated folders,
• performing any others tasks as directed by supervisor. 

Requirements:

• Education: successfully completed secondary education related to the business needs;
• Work experience: at least 1 year of professional experience in the specific area depending on the business needs;
• Computer skills: very good skills in the main MS Office software (Word, Excel, Outlook);
• Language skills: very good command of both written and spoken English (at least B2) / knowledge of additional EU language.

Personal skills:

• high level of responsibility and ability to work independently;
• high level of service orientation;
• ability to work under pressure and experience in organizing work and prioritizing accordingly;
• ability to communicate efficiently at all levels internally and externally and in appropriate manner;
• strong sense of accuracy and attention to detail;
• high level of discretion and ability to handle confidential matters;
• proven organizational skills;
• ability to adapt to a dynamic working environment;
• ability to learn new skills and software;
• ability to work in a team.

We offer:

• contract of employment through the Employment Agency;
• daily remuneration: 70,54€ net;
• medical care, sport card;
• opportunity for development and promotion;
• convenient location of the office - the centre of Warsaw;
• work with professionals.

Application deadline: until July 4, 2024

Please be advised that only resumes in English will be considered.