• Schedule and maintain a calendar for the Managing Director. provide calendar support to the extended Leadership Team.
• Coordinate travel arrangements for the Managing Director
• Schedule and manage meetings of the Leadership Team
• Prepare and distribute the agenda of the meeting, schedule the meeting, prepare the meeting spot, take minutes of the meeting, compile them, and distribute
• Compose and prepare routine correspondence and memoranda for the Leadership Team.
• Manage expense reports for the Managing Director in Concur.
• Create and manage purchase orders (POs).
• Follow up on the budget, receive invoices, and confirm goods receipt.
• Assist with presentations and reports.
• Lead projects in assigned areas of responsibility.
• Answer and resolve other requests and inquiries of the Managing Director and Leadership Team members

Skills: Calendar Management, Travel Coordination, Meeting Coordination, Agenda and Minutes, Correspondence, Expense Management, PO Creation, Budget Oversight

• Serve as a key liaison between the Director and key external partners, clients, institutions, and other stakeholders, providing excellent customer service.
• Contract management, evidence, and providing of all legal documents related to the company
• Provide support to all other departments to create a baseline for their smooth operations
• Help to keep the working area in a tidy manner with necessary working equipment and all supplies,
• Manage the vendor relationship for office services, including negotiating and maintaining relationships
• Complete invoicing, expense reports, reimbursements, and travel arrangements of employees,
• Manage reception – handle the reception agenda - visitors, meeting rooms calendars, coordination the daily support, communication with employees
• Coordinate processes related to office management like ordering office supplies, courier services management and company post, company insurance, etc.
• Act as a liaison with the building management on any suite needs
• Executive assistance tasks – calendar & travel management, correspondence preparation, point of contact for internal & external teams, clients, and visitors, meetings
• Assist with additional general office tasks
• Manage additional professional and personal projects for the Director
• Provide high-level operational and administrative support to the Director
• Manage social media platforms (Twitter, Facebook, LinkedIn)
• Coordinate tenders - preparation and submission of bids, preparation of documents, monitoring of current tenders.

Skills: Liaison Management, Contract Management, Departmental Support, Office Organization, Vendor Relations, Invoicing and Travel Coordination, Reception Management, Executive Assistance

• Co-ordinate and maintain the MD appointment schedule by planning and scheduling meetings, arranging travel arrangements, diary management, and conferences
• General administrative and ad hoc support to MD and the broader Leadership Team
• Providing support in the execution of key projects undertaken by the CEO and/or Executive Leadership team
• Assist MD with the monthly, quarterly, and annual review process
• Collation of reports from various teams as per MD’s instruction
• Conducting legal and compliance research, including licensing, registration, CPD, accreditation, new regulations, etc.
• Filing management (MD and leadership team related)
• Assist MD with various operational management processes and initiatives
• Ensure business processes flow smoothly as per MD’s direction
• Ensure business processes and planning activities flow smoothly as per MD’s direction
• Establish a powerful bond with the MD and report back business observations with high EQ and attention to detail.

Skills: Appointment Scheduling, Administrative Support, Project Support, Review Process Assistance, Report Collation, Legal and Compliance Research, Filing Management, Operational Process Support

• Manage the Managing Director’s workflow and priorities by seamlessly orchestrating an intense multi-calendar schedule.
• Support the Managing Director and members of the Executive Leadership Team in moving projects forward
• Assist with information gathering, communicate with different parties, develop and monitor plans, keep track of responsibilities, and drive the appropriate prioritization of key initiatives.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for the committee, board, and other meetings.
• Attend meetings to record minutes.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Anticipate upcoming needs and requirements and be proactive in all facets.
• Monitor the Managing Director’s inbox and voicemails, and flag important messages.
• Prepare for and follow up on internal and external meetings.
• Participate directly in external meetings, and follow up with the relevant parties.
• Oversee the Managing Director’s travel and event logistics and management.
• Work organically with all departments across the Company, ensuring harmony, cohesion, and communication as a representative of the Managing Director's office.

Skills: Workflow Management, Project Support, Information Gathering and Communication, Meeting Coordination, Minute Taking, Clerical and Administrative Support, Proactive Anticipation, Travel and Event Management

• Maintaining a rapidly changing calendar, ensuring the MD and leads on the team have all relevant materials and information for each meeting, and ensuring appropriate time is built into the calendar for preparation for meetings.
• Securing travel arrangements and developing comprehensive travel itineraries that ensure the MD is fully equipped to meet the demands of the travel schedule while enabling remote decision-making for local and regional travel.
• Maintain e-procurement system to ensure contracts are approved by legal, invoices are entered into the system and subsequently approved by the manager and paid on a timely basis.
• Preparing correspondence and other presentations, including proofreading.
• Receiving incoming mail and determining whether documents need to be reviewed by the MD or redirected.
• Organizing and maintaining a virtual filing system that ensures quick and easy access to information when responding to requests from the MD, or following up and completing requests made by the MD.
• Managing mobile and office technology with support from the IT team.
• Ordering supplies, furniture, and equipment.
• Ensuring phones are monitored, callers are assisted, and appropriately directed.
• Assisting with special projects for the team.

Skills: Calendar Management, Travel Planning, Procurement, Correspondence Preparation, Mail Handling, File Organization, Tech Support, Supply Ordering

• Experience as an executive assistant or related profession.
• Experience in the commercial development or construction industry
• Ability to manage multiple assignments, set priorities, and adapt to changing conditions
• Be a results-driven achiever with excellent organizational skills
• Must be an exceptional listener and communicator who effectively conveys information verbally and in writing
• Have stamina, drive, and perseverance to handle pressure well, and able to resolve problem situations with a smile on their face
• Proficient in MS Office Suite
• Quickbooks, Yardi, or other accounting software skills
• Strong skills in negotiating and managing relationships with vendors and suppliers.
• Proficient in conducting research, compiling reports, and analyzing data to assist in decision-making.
• Experience with budgeting, invoicing, and financial reconciliation to support the executive office.

Qualifications: BA in Office Management with 6 years of Experience

• Experience as an Executive Assistant within a corporate/public company
• Automotive industry working experience
• Advanced Microsoft Office skills
• Knowledge of project management tools to assist with the MD's workflow and priorities.
• Ability to foresee/fix any roadblocks in the MD's day, week, or month.
• Superior written and verbal communication capabilities to manage various internal and external correspondence on behalf of the MD.
• Emotionally intelligent, confident, and resourceful with a can-do attitude.
• Work experience using diligent ideal
• Strong time management/prioritization skills.
• Possess the ability to work at a fast pace, independently or in a team.

Qualifications: BA in Communications with 4 years of Experience

• Administrative Assistant experience, preferably Administrative experience supporting Sr. Directors/Executives
• Advanced computer skills using MS Outlook, Word, Excel, PowerPoint, and operation of other peripheral devices
• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel
• Experience processing Visa/Passport applications
• SAP experience processing Expense Reports, Purchase Orders, Payment Requests, and Vendor Add Forms, as well as running reports within SAP
• Ability to handle and prioritize a large number of simultaneous assignments
• Experience with Event Planning and coordination
• Extraordinary attention to detail
• Outstanding communication and people skills
• Experience with financial and budget tasks
• Certifications such as Certified Administrative Professional/Project Management Professional Certification
• Fluency in English and Polish

Qualifications: BA in Organizational Management with 7 years of Experience

• Professional experience in management consulting, investment banking, venture capital, or other business-driven roles
• Experience working in a demanding high-growth environment, able to perform well under pressure and handle several different projects and responsibilities
• Highly organized and detail-oriented, with the ability to think strategically, high-level and outside the box
• Proactive, driven, can work fast, efficiently, and independently in a dynamic startup environment
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Great communicator, both written and verbal, very diplomatic, and a team player
• Ability to handle confidential information with discretion
• Very analytical, quick with understanding new subjects - strong knowledge of Excel and Google Sheets
• Proven experience in developing engaging, structured, and well-designed business presentations
• Excellent written and spoken English language skills

Qualifications: BA in Executive Secretarial Studies with 3 years of Experience

• Demonstrable ability to plan tasks, prioritize daily demands, and service all customers
• High personal organizational skills including workflow management, time management, and using a planned approach to deliver outcomes without instruction and guidance
• Outcome-focused and determined to succeed in an ever-changing environment
• Highly motivated with an ability to work independently and be able to navigate in the grey
• Ability to influence and work with senior leaders throughout the business across all functions
• Project management skills
• Passion for change in the Property industry
• Excellent communication skills able to articulate instructions/recommendations by phone, in writing, and through face-to-face interaction.
• Good computer skills in Microsoft Outlook, Word, Excel, and PowerPoint.
• The ability to operate in a private and agile organization

Qualifications: BA in Marketing with 1 year of Experience