Senior Administrative Assistant, Asset Management, Poland

This position will provide administrative support to the Asset Management Team and will be combined with the receptionist role.

Job Responsibilities 

• Supporting managers and colleagues from asset management department in daily course of business
• Providing administrative support to project teams, which may include research and data gathering
• Scheduling appointments, meetings, and conference calls, taking into account different time zones if necessary
• Coordinating the logistics for business meetings, including booking rooms, arranging necessary equipment, and preparing meeting materials
• Taking minutes during meetings and distributing them afterwards to ensure all attendees have the necessary information for follow-up actions
• Facilitate communication and coordination between various departments to improve workflow and ensure effective implementation of interdepartmental projects and initiatives
• Act as a liaison to pass information, requests and updates to and from the department, fostering a collaborative environment and helping to maintain a cohesive organizational culture
• Organizing travel itineraries, including flights, accommodations, and ground transportation for department staff when required
• Drafting, formatting, and editing documents such as reports, presentations
• Preparing expense reports and handling invoicing and billing processes for the department
• Coordinating the lease documents signature process
• Active role in document archiving process
• Managing conference rooms and reception desk as well as supporting teams during their events
• Monitor visitor access and maintain situational awareness to promote onsite security and safety
• Handling incoming and outgoing mail

Job Requirements

• Diploma in Business Administration or related course of studies
• Min. 1.5 - 3 years of relevant experience, experience in a real estate sector would be an advantage
• Excellent command of English
• Proficient in MS Word, PowerPoint and Excel.
•  SAP, Concur would be an advantage
• Very good team player that is able to perform well under pressure in a fast-paced environment
• Analytical skills are preferred

Strong problem-solving ability, including metrics-driven thinking