Business Operations / Group Assistant
2018-06-21
We are looking for an experienced Business Administrator to join a team of professionals to provide complex administrative support for the HR Delivery Centre within HR Services organization, located in Prague, Czech Republic. This role will be supporting a Sr. Manager for the Delivery Centre and the Prague based Leadership team. The candidate must be able to work with high efficiency, react with appropriate urgency to situations and events when required, maintain confidentiality of HR data and circumstances, and consistently use discretion and judgment with Microsoft and team information.
Responsibilities
- Complex calendar management within Microsoft Outlook
- Travel Management - proactive planning, coordination and management of travel arrangements (i.e., visit of subsidiaries, visa application, and various outreaches)
- Expense management submission of expense reports with high quality in a timely manner
- Proactive planning and management of logistics for meetings (this includes but is not limited to scheduling meeting requests, meeting facilities, lodging, catering, room set-up, audio visual support, dinner events, team building activities, accounting and invoices)
- Management of Events (90+ employees) and overall team morale and recognition
- Documentation and storage of meeting notes and action plans into appropriate OneNote and actions follow-up
- Close partnership with local IT and Facility teams on proactive management of the site in terms of supplies, cleanliness, IT equipment, etc. and resolution of issues
- Preparation of presentations & reports
- Management of distribution lists, organizational charts and assets/PCs
Assistance with tracking of PO processing and payments
- New employee set-up
- Close cooperation and partnership with the Business Manager, business administrators and LT members on projects
- Other HR Admin Processes for the organization may be required.
Qualifications
- Bachelors Degree or higher
- A minimum of 3 years of demonstrated relevant Administrative work experience in a fast-paced and complex environment
- Effective verbal and written communication skills with excellent level of English, C1 and above
- Must have excellent time management, strong project management and problem solving skills
- Knowledge and proficiency with Microsoft products including, Microsoft Office (Outlook, Word, PowerPoint, Excel) and Windows is required, proficiency with Microsoft SharePoint, OneNote and PowerBI would be an advantage
- Proven record of managing complex calendars within Microsoft Outlook on behalf of a leadership member
- Strong planning and organizational skills
- Analytical thinking and keen eye for detail
- Ability to organize and lead team events
- Ability to adapt to daily challenges and rapid changes
- Familiarity with data retrieval and reporting would be an advantage
- The ability to self-direct and work independently, deal with ambiguity, act with appropriate urgency and flexibility, environment with a positive attitude
- Must be able to maintain confidentiality and use discretion and judgment at all times
- Additionally, this position will require someone with strong initiative and proactive approach
- Work outside of regular working hours may be required.
