Management Assistant Polish/English
Functieomschrijving
The main responsibility is to provide adequate administrative and organisational support to a management team in a variety of tasks to ensure smooth day-to-day operations:- Provide support to a management team: management of the calendar, plan appointments and events, ensure efficient practical arrangements such as meeting room bookings, travel, hotel bookings, expenses handling, creation and follow up of IT requests, etc.- Organization of company events, on-site in the office and off-site (e.g., annual IS meeting)- Manage incoming communications and telephone calls according to the priorities. Gather additional information or direct to the appropriate party.- Ensure central filing of important departmental related records(like training plans, insurance, pension, salary)- Supporting HR team in managing personal files- Create & handle PO and vendors in SAP and follow up until payment of the invoice.- Inform and communicate to associates on specific administrative procedures and to raise awareness of policies and procedures.- Report monthly on all relevant activities and projects.- Administration of car fleet (fuel cards, insurances, repairs, lease contract fulfilment, tyres, repairs,…), of mobile phone contract, of Health Insurance & pension fund scheme- Arrange trips and practical arrangements for the team members of the department (book travels, transfers, hotels, etc.)- Follow-up on the expenses- Handle administrative issues related to company credit cards for the department- Handle visa applications if required- Route visitors to their respective contact person; screen visitors to control interruptions.- Manage office supplies, stationery and catering supplies.- Respond in a flexible way to occasional requests outside office hours.
Profiel
- Bachelor degree with preferably a first experience in supporting management teams- Very good knowledge of English and Polish.- Proficient knowledge of Outlook, Word, Excel, PowerPoint. Any other ERP system is an asset.- Ability to handle multiple assignments at the same time while meeting deadlines in a timely manner.- Flexible, including work time schedules.- Strong verbal and written communications with ability to communicate effectively at multiple levels in the organization.- Service-oriented mindset and strong sense of responsibilities, as reflected in high degree of accuracy, dynamism and commitment.- Able to handle confidential information.- Able to work in an independent and structured way.
Aanbod
Temporary assignment for 5 to 6 months in an international company in the region of LeuvenFulltime or 80% is possibleMotivating salaryPossibility for hybrid working.
Praktische informatie
Actief Interim Leuven
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