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Asystent / Asystentka biura

CLIMATE-KIC HOLDING B.V. sp. z o.o. ODDZIAŁ W POLSCE

  • Warszawa

    Warszawa, Masovian
  • offer expired over a month ago
  • contract of employment
  • full-time
  • assistant
  • hybrid work
  • Payment schedule:monthly

Your responsibilities

This role is a part of EIT Climate-KIC Boost Team, which has the responsibility for making it easy to work in our offices, finding meeting space, supporting people in times of workload peaks, bringing together teams of people or supporting travel arrangements for individuals, and managing our events (online & in person).

The Boost Team ensures that in each of our locations will have a set of facilities ready for anyone at EIT Climate-KIC to use, and have a set of off-site and virtual locations, platforms, tools and vendors so we can run meetings and events easily, with trusted suppliers.

The Boost Team works as a closely knit, self-directed, virtual team, part of our Enabling Services function and reporting to the Chief Operating Officer. The work of the team is extremely diverse and flexible, and is overall in service of enabling the organisation to deliver its work efficiently and in style, by making sure that we have great offices, meetings and events (virtual and physical) – all organised with attention to our carbon footprint, and by supporting our colleagues who have the most pressing workloads to get their jobs done in times of need.

KEY RESPONSIBILITIES

The Boost Team is structured around four areas of responsibility:

Office Management: to support local spaces, maintain a ‘front of house’ service, and ensure we have a set of local suppliers for office requirements, meeting space, events support, catering etc. When a team want to run an event, the Boost team will have done the groundwork. As part of office management responsibility this role includes:

- Oversee smooth running of the office, in terms of office space needs, procurement, equipment and office supplies, all coherent with a zero-emissions, minimal waste policy

- Meet and greet visitors at all levels of seniority

- Review and implement an effective health and safety policy for the office and colleagues

- Deal with correspondence, complaints and queries

- Provide ICT support for shared equipment, individual computers and guests to ensure the smooth functioning of our digital infrastructure

- Implement and maintain procedures/office/administrative systems

- Produce documents, briefing papers, reports and presentations for the team

- Responsible for monitoring office expenditure and producing monthly reports on this; advise staff on travel and available options that fit the appropriate budget framework and climate impact ambitions

- Ensure budgets are adhered to by reconciling accounts on a regular basis

Team Meetings: Taking the strain out of organising a team meeting, the Boost team will work with team leads to find space or work up the virtual support for a digital meeting, and set up the relevant tools, facilities and/or catering to fulfil the team’s needs.

Events management: Externally focussed events need great venues and seamless logistics. The Boost team work to ensure we have what we need in the places or on the platforms where we host events.

High workload individual support: Some people will be carrying particularly high workloads, either because of their role, or for a particular part of the year. The Boost team will support a limited number of people with diary management, travel booking etc.

The team also covers processes such as C-Suite sign off, procurement support, working alongside the Community desk etc.

Our requirements

Qualifications

- Educated to degree level (or equivalent experience and/or qualifications) in a subject related to management and administration

Skills & Experience

- Co-ordination and workload management: the Boost Team works across the organisation, covering many different tasks, managed through the SalesForce service desk system. You will need to be comfortable in coordinating tasks with colleagues, and in managing a high number of tasks simultaneously. Flexibility and an ability to re-prioritize work to adapt to changing external demands is important. You will need to have a proven ability to work under pressure and to tight deadlines with an ability to maintain high levels of quality and accuracy in work, including in highly time-sensitive situations that require you to multi-task.

- Communication: you will be working with people from many different cultures, expertise and experience across the organization and its community, working remotely and leading team calls. You will need to show significant cross-culture competence.

- Collaboration: you will work across many different teams in the organisation, often at times of pressure. Working in collaboration means understanding the needs of the people you are working with, and ensuring they understand your needs.

- Event Management: Setting up events, whether virtual or physical takes a lot of co-ordination and understanding the needs of your “customer”. There are hard deadlines to work to, and multiple parties internally and externally to work with. Meeting and workshop coordination experience would be an advantage.

- Relationship Management: Building and maintaining effective cross-organisational working relationships as a business partner will underpin your success. As Office Manager and front of house for Climate-KIC’s you will be expected to build warm, curious, supportive relationships with a variety of professionals, team members and stakeholders at all levels, demonstrating excellent networking, listening and intercultural skills.

- Negotiation: There are rarely easy answers in what we do. The combination of innovation ambition and grant funding terms and conditions creates tension. Negotiating through this and reaching solutions that enable us to achieve our innovation objectives and at the same time work within our budgets and use practical solutions requires excellent negotiation!

- Project management: Events, team meetings, systems roll outs, portfolio weeks – all need strong project management capabilities.

- Office management: prior experience of office management is essential. But in any case we will need an excellent command of written and spoken English and a good level of the local language; demonstrable experience of planning and using initiative to improve operational efficiency; good computer literacy (Microsoft suite, Google suite, Miro, Mentimeter, as minimum) and excellent organisational skills.

The successful candidate may be asked to undertake other duties or special projects, broadly in line with the above key responsibilities.

Qualities, Personal Style and Approach:

- Self-motivated, driven and proactive

- Well presented, with a bright, confident personality

- Ability to act independently and make decisions without supervision; to act on own initiative and use judgement and discretion

- Ability to command the respect and cooperation of a wide range of professionals

- Ability to work flexibly within a new and changing environment

- Commitment to and enthusiasm for the mission of EIT Climate-KIC

About Us

EIT Climate-KIC (Knowledge and Innovation Community) is Europe’s foremost climate innovation initiative. We understand that keeping global temperature rise below 1.5˚C demands unprecedented change. It requires new social dynamics, ways of doing business, capital flows, policymaking, economic models, and new ways of living. That is why our mission is to leverage the power of systems innovation to transform whole places, industries and value chains by 2030, working across sectors to develop and scale ambitious, mission-led programmes.

Established in 2010 and headquartered in Amsterdam, we orchestrate a community of more than 400 organisations including large corporations and SMEs, municipal and regional governments, universities and research institutes, as well as non-governmental organisations and uncommon actors. Historically, we have been funded by our founder and core funder, the European Institute for Innovation and Technology (EIT), but we are currently transitioning to a multi-funder model.

Climate-KIC colleagues are based in one of our local offices across Europe, or work remotely from home based in one of the countries we have a branch in. We meet at our local offices to exchange and connect, and use online collaboration tools work with each other and with our Community. On occasion, we meet in-person as teams, and once per year as an organisation.

As a mission-driven organisation dedicated to climate transformation, we consider the climate impact of our own actions, for example travel, catering or IT equipment.