Office Assistant

Kraków - Poland

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Become a part of ALK

ALK is a global pharmaceutical company specializing in allergy immunotherapy. We are driven by a high level of professionalism integrity an open-minded approach and contributing to an inspiring and fun working environment together with our colleagues. We provide an attractive working environment for individuals looking for both personal and professional development. You will be part of an engaged and informal team who values skill and knowledge creation.

Job Purpose

Provide essential administrative and organizational support to the ALK GBSC office in Kraków. Office Assistant ensures smooth office operations acts as the first point of contact for visitors and vendors and supports both daily business needs and special projects/events contributing to a positive working environment at ALK.

Duties and Responsibilities

Front Office & Reception

Serve as the first line of contact for all visitors guests and couriers to the Kraków office
Manage the reception area to ensure a professional and welcoming experience
Arrange hotel and taxi bookings for office visitors and team members
Assist with organizing coffee service business lunches team dinners and team-buildings

Office & Facility Administration

Coordinate local office needs including cleaning maintenance issues local orders office supplies deliveries and couriers
Mobile phones and parking spaces management
Monitor facility and equipment maintenance escalate issues as needed

Travel & Event Support

Handle flight and hotel bookings for employees
Organize company events (meetings celebrations awaydays) including contacting vendors making reservations and supporting event logistics

HR & Onboarding Assistance

Support the People & Organization (HR) team with document scanning printing and benefits applications (e.g. Multibenefit/LuxMed/Insurance)
Assist with onboarding and exit process: starter packs communication updating presentations and ensuring a smooth onboarding/exit process

Communication & Knowledge Sharing

Maintain and update local news/website write articles ensure information accuracy
Prepare and send welcome emails for new joiners
Support the communication of internal procedures and employee handbooks
Prepare internal communications in various forms (e.g. posters flyers) to inform employees about events and initiatives inside and outside the office

Awards & Benefits

Administer local employee awards/recognition (e.g. local awards process gift arrangements)
Act as a local contact for benefits providers

Projects and Initiatives

Local Change Agents project: Implement the groups ideas and support the organization of training sessions events and project planning. Assign and delegate responsibilities within the group. Motivate team members to take action.

Office Budget Management

Manage the office budget together with the manager: gain an understanding of the budget participate in planning and fund distribution identify areas for improvement and prepare proposals to adjust the budget according to current needs.

Additional Office Support

Assist with ad-hoc administrative tasks and projects as required

Qualifications

Education:

Bachelors degree or equivalent
Applications also welcome from students/fresh graduates if full-time availability (160h/month)

Experience:

Previous administration office/facility or receptionist experience preferred
Event/project coordination experience a plus

Skills and Competences:

Fluency in Polish and English (written and spoken)
Excellent interpersonal communication and customer service skills
Strong attention to detail and high degree of organizational ability
Great skills on cooperation in regards to colleagues as well as customers/suppliers
Confident with MS Office 365 and general office IT
Great planning skills
Ability to handle confidential information with professionalism
Positive attitude proactive flexible and solution-focused
Creative spirit and willingness to support a variety of tasks
Honest trustworthy and respectful; able to work independently
Possess cultural awareness and sensitivity

Required Experience:

Junior IC

Become a part of ALKALK is a global pharmaceutical company specializing in allergy immunotherapy. We are driven by a high level of professionalism integrity an open-minded approach and contributing to an inspiring and fun working environment together with our colleagues. We provide an attractive wor...