Administrative Assistance Specialist

Job description

As an Administrative Assistance Specialist, you'll play a crucial role in supporting our operations and contributing to the smooth workflow within the organization. You'll manage a variety of tasks with some independence, ensuring that all administrative needs are met efficiently. This role is ideal for those with some experience in administrative support who are looking to develop their skills further in a supportive environment.

Responsibilities

Prepare and manage correspondence, reports, and presentations using business software. Receive, screen, and route incoming calls, visitors, mail, and email. Maintain and oversee the organization of files, records, calendars, and diaries. Arrange business travel, including complex itineraries, and coordinate detailed meeting arrangements. Track and process expense reports and support budget monitoring. Assist in preparing detailed agendas and minutes for meetings.

Handle more complex correspondence and communication for team members. Manage office supplies and facilitate procurement processes. Provide administrative support to multiple nonexecutive employees or groups. Conduct research and compile detailed summaries for team projects. Support and manage internal communication incl. webinars, mailings and other channels. Support and manage company events.

Skills

Advanced Document Preparation: Proficient use of word processing software to create and format complex documents.

Enhanced Communication

Excellent verbal and written communication skills for effective interaction.

Advanced Organization

Strong organizational skills for handling various administrative tasks efficiently.

Improved Time Management

Enhanced ability to manage multiple tasks and deadlines.

Customer Service

Professional handling of more complex inquiries and interactions.

Detailed Research

Ability to conduct more thorough research and compile comprehensive summaries.

Expense and Budget Management

Proficient in tracking and managing expenses and supporting budget control.

Office Software Expertise

Proficient in a wider range of business software applications.

Internal Communication

Ability to support clear, timely, and effective communication across internal teams and stakeholders. Fluent Polish and English language skills with excellent verbal and written communication abilities in an international business environment.

What We Offer

Stable, full-time employment in a growing organization. The opportunity to make a real impact on how our teams work together. A flexible hybrid working model. Private medical care. An employer-subsidized MultiSport card. An additional day off on your birthday. “10+ Leave”

Program

10 additional days of paid leave for employees with at least 10 years of total work experience.

Work-Life Balance Fridays

Finish work two hours earlier on the second Friday of each month. Holiday allowance (“vacation benefit”). Access to training and professional development. A friendly working environment and support from an experienced team. Ready to join our team? Apply now and help us keep our operations organized, connected, and running smoothly. Our Interview Practices To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts.

Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we’re getting to know you—not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.

Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.