Executive Assistant, Executive Office, Warsaw
This is a full-time role providing onsite assistance coverage for Managing Directors within the Executive Office division at the Goldman Sachs Frankfurt office. This role requires a highly proactive, motivated and organised individual who is able to multitask, prioritise effectively and demonstrate excellent time management.
HOW YOU WILL FULFILL YOUR POTENTIAL
- Provides administrative support in a complex team environment to a senior group or executives.
- Comprehensive and pro-active diary management and scheduling of meetings - room bookings, documentation, media services for audio visual/video conference facilities
- Coordinates complex, senior-level internal/ external meetings and conference calls.
- Interacts with high level business leaders in a professional and effective manner.
- Responds and follows up on client requests.
- Prepares and distributes divisional correspondence, memos, meeting minutes, reports, Power Point presentations or other documents as requested.
- Maintains understanding of firm policies and handles certain issues independently.
- Coordinates domestic and international travel arrangements and processes expense reports (using Concur)
- Assists with visa applications/requirements.
- Logs MDs weekly time on in-house system (using Artemis)
- Enters MDs whereabouts and vacation details (using Excel and/or MyVacationCalendar)
- Supports visiting MDs – assisting with diary management, arranging offices, transportation, access to buildings and team events if required.
- Coordinates townhalls, team events and/or socials - booking rooms across global campus, setting up registration details, sign up links, dial-in numbers, Zoom IDs, arranging refreshments, lunches and dinners.
- Manages space (planning and executing department moves, occupancy updates in GS Space
- Works closely with divisional Chiefs of Staff, Leadership Team, global Assistants and office-wide Networks and Pillars
- Supports Internal Communications efforts for the office (sends newsletters, manages distribution lists and share points)
SKILLS AND EXPERIENCE WE ARE LOOKING FOR
- Min. 3 years of administrative/ personal/ executive assistance, preferably within the international financial services/consultancy industry
- Advanced knowledge of English
- Requires excellent interpersonal and communication skills (verbal and written)
- Extensive knowledge of MS Office, including Outlook, Word, PowerPoint and Excel
- Professional with high attention to detail.
- Ability to solve problems quickly and efficiently.
- Ability to handle highly sensitive, confidential, and non-routine information.
- Demonstrated dependability and sense of urgency about getting results.
- Demonstrates high degree of integrity and confidentiality.
- Strong organizational skills.
- Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment.
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