**Site Name**: Poznan Business Garden **Posted Date**: Sep 12 2024 As** Executive Assistant **in the PGH you will provide comprehensive administrative support to the executive leadership team. The role involves managing schedules, coordinating meetings, handling communications, and facilitating cross-functional activities within the PGH. You will play a role as a crucial link between the Hub Lead, Hub LT and internal/external stakeholders, ensuring efficient workflow and effective communication. **Key Responsibilities**: 1. Administrative Support: - Manage and maintain executives' schedules, including coordinating meetings, appointments, and travel arrangements. - Prepare and edit correspondence, reports, presentations, and other documents as needed. - Handle confidential information with discretion and ensure sensitive documents are appropriately managed. 2. Communication: - Act as the primary point of contact between the executives and internal/external stakeholders. - Draft and distribute executive communications, memos, and announcements. 3. Meeting Coordination: - Organize and coordinate executive meetings, including preparing agendas, materials, and taking minutes. - Ensure all meeting logistics are handled, including venue booking, technology setup, and catering. - Follow up on action items from meetings to ensure timely completion. 4. Project Management Support: - Assist in the planning and execution of projects led by the executive team. - Monitor project timelines, track progress, and report on key milestones. - Coordinate with various departments within the PGH to ensure project objectives are met. 5. Travel & Expense Management: - Arrange domestic and international travel itineraries for executives, including booking flights, hotels, and transportation. - Prepare and submit expense reports in a timely manner, ensuring compliance with company policies. 6. Office Management: - Liaise with facilities [ WREF and Sodexo] and IT teams to resolve any issues related to office equipment or workspace. 7. Data & Document Management: - Maintain accurate records and filing systems for the executive office. - Compile and analyze data for reports, presentations, and decision-making purposes. 8. Stakeholder Management: - Build and maintain positive relationships with key stakeholders, both within and outside the organization. - Assist in organizing and managing executive-level events, such as board meetings, conferences, and corporate functions. **_ Why You?_**: Basic Qualifications: **Education**: - Bachelor’s degree in Business Administration, Management, or a related field is preferred. **Experience**: - 5+ years of experience as an Executive Assistant, preferably in a shared service environment or large corporation. - Proven experience managing multiple senior executives simultaneously. **Skills**: - Strong organizational and multitasking abilities. - Excellent written and verbal communication skills Polish and English. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools. - Discretion and ability to handle confidential information. - Strong interpersonal skills with the ability to build relationships across all levels of the organization. Key Competencies: - Attention to Detail: Ensuring accuracy and thoroughness in all tasks. - Time Management: Prioritizing tasks effectively to meet deadlines. - Problem-Solving: Proactively identifying issues and proposing solutions. - Adaptability: Flexibility to manage changing priorities and work under pressure. - Proactivity: Taking initiative and anticipating the needs of the executives. **_ Why GSK?_**: - Career at one of the leading global healthcare companies - Contract of employment - Attractive reward package (annual bonus & awards for outstanding performance, recognition awards for additional achievements and engagement, holiday benefit) - Life insurance and pension plan - Private medical package with additional preventive healthcare services for employees and their eligible - Sports cards (Multisport) - Possibilities of development within the role and company’s structure - Personalized learning approach - Extensive support of work life balance - Supportive community and integration events - Modern office with creative rooms, fresh fruits everyday - Free car and bike parking, locker rooms and showers. LI-GSK LI-HYBRID **Why GSK?** **Uniting science, technology and talent to get ahead of disease together.** GSK is a global biopharma company with a special purpose - to unite science, technology and talent to get ahead of disease together - so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns - as an organisation where people can thrive. We prevent and treat disease with vaccines, specialty and general medicines. We focus on the science of the immune system and the use of new platform and data technologies,
