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Executive Administration Assistant, Senior Associate

State Street

  • offer expired 2 months ago
  • contract of employment
  • full-time
  • assistant
  • hybrid work
  • remote recruitment
  • запрошуємо працівників з України
Запрошуємо працівників з України
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State Street

aleja Grunwaldzka 409



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About the project

We are looking for open, proactive candidate to be part of Poland Administration Team. We are looking for someone with proven experience in administrative assistance area who will deliver high quality of administrative services in collaboration with senior members of the management as well as support set catalogue of processes. Ideal candidate must be a self- starter, must have excellent planning and has ability to quickly prioritize workflow in line with the dynamic nature of the role.

Why this role is important to us

The team you will be joining plays an important role in the overall success of the organization. Across the globe, institutional investors rely on us to help them manage risk, respond to challenges, and drive performance and profitability. In your role you will strive for cutting-edge solutions, that are straightforward and scalable. You will help us build resilience and execute day to day deliverables at our best.

Join us if making your mark in the financial services industry from day one is a challenge you are up for.

Your responsibilities

  • Provide high quality administrative assistance to the key members of senior management including Poland Chief Operating Officer

  • Manage calendar entries for executives, set up high volume of internal calls taking different time zones into consideration; delegating important meetings to deputies; monitor changes and conflicts to the schedule and make appropriate modifications in timely manners

  • Exercise decision making on behalf of your executive as appropriate

  • Actively drive and execute the logistics for events within Poland offices; support senior visits; all employee meetings; employee engagement routines and more

  • Be able to support documentation flow between departments and executives

  • Support meeting logistics such as room bookings; audio visual support and caterings;

  • Proactively suggest improvements to the existing processes and tasks, offering solutions to the executives allowing them to efficiently manage day to day schedule

  • Liaise with the team reporting to the executive on ad hoc business requests

  • Execute end to end travel and visits requirements for the executive (travel bookings, agenda creation and execution; travel reimbursement in Oracle System)

  • Engage, own and deliver wide scope of administration tasks related to Poland wide processes within the CAO and Chief of Staff catalogue (VP Promotion panel; manage dedicated

  • distribution lists; holiday trackers; monthly meeting schedule, support Krakow to Gdansk relocation process)

  • Deliver end to end annual staff summer event (full end to end ownership)

  • Liaise with staff at all levels

  • Cooperate with onsite Administration Team and cross train new members

  • Actively engage in Global Executive Administration initiatives

  • Provide coverage during the absence of Executive Assistant to Poland Branch Head

Our requirements

  • Excellent command of English

  • Must be a self – starter

  • Strong sense of ownership

  • Can do attitude

  • Ability to quickly reprioritize the tasks when needed

  • Proactivity

  • Excellent organizational and communication skills

  • Engaging personality with an appreciation of cultural and human diversity

  • Focus on learning and self- development

  • Previous experience in Executive Support and Administration is required

  • Good knowledge of process management

  • Very good knowledge of Excel and other MS Office tools

  • Experience in events coordination

What we offer

  • Permanent contract from day one

  • Additional holidays (Birthday Day Off, 3rd and 5th year anniversary Day Off)

  • VIP medical package for employees and their families (partner and children)

  • Premium life insurance package and private pension plan

  • Wide range of soft skills training, technical workshops, language classes and development programs

  • Opportunities to volunteer your time to company-driven initiatives, employee networks or organizations of your choice

  • Variety of well-being programms

  • Benefits

  • private medical care

  • sharing the costs of foreign language classes

  • sharing the costs of professional training & courses

  • life insurance

  • flexible working time

  • retirement pension plan

  • extra leave

State Street

What we do. State Street is one of the largest custodian banks, asset managers and asset intelligence companies in the world. From technology to product innovation, we’re making our mark on the financial services industry. For more than two centuries, we’ve been helping our clients safeguard and steward the investments of millions of people. We provide investment servicing, data & analytics, investment research & trading and investment management to institutional clients.

Work, Live and Grow. We make all efforts to create a great work environment. Our benefits packages are competitive and comprehensive. Details vary by location, but you may expect generous medical care, insurance and savings plans, among other perks. You’ll have access to flexible Work Programs to help you match your needs. And our wealth of development programs and educational support will help you reach your full potential.

Inclusion, Diversity and Social Responsibility. We truly believe our employees’ diverse backgrounds, experiences and perspectives are a powerful contributor to creating an inclusive environment where everyone can thrive and reach their maximum potential while adding value to both our organization and our clients. We warmly welcome candidates of diverse origin, background, ability, age, sexual orientation, gender identity and personality. Another fundamental value at State Street is active engagement with our communities around the world, both as a partner and a leader. You will have tools to help balance your professional and personal life, paid volunteer days, matching gift programs and access to employee networks that help you stay connected to what matters to you.

State Street is an equal opportunity and affirmative action employer.

Discover more at StateStreet.com/careers

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