Administrative and Operations Assistant

Gates Corporation; Legnica; Hybrid; PLN 60,000 - 85,000; Full time

Job summary

Gates Corporation in Legnica, Poland invites applications for an Administrative and Operations Assistant to support the Plant Director and local management by organizing meetings, coordinating calendars, and ensuring smooth day-to-day operations.

You will work with external service providers, manage documentation, travel arrangements, and maintain 5S standards across administrative spaces, contributing to efficient plant performance.

Qualifications

• 5 years of relevant administrative or office support experience.
• Fluency in Polish and proficiency in English enabling effective communication.
• Strong organizational and time-management skills.
• Professional attitude with a high sense of responsibility and discretion.
• Excellent interpersonal and communication skills.
• Attention to detail, reliability, and a systematic approach to work.
• Ability to manage multiple tasks and priorities in a structured manner.

Responsibilities

• Provide administrative support to individuals, teams, and departments with a limited degree of supervision.
• Provide comprehensive administrative support to the Plant Director, including coordinating schedules, meetings, travel arrangements, and ensuring efficient document flow.
• Coordinate and manage the Plant Director’s calendar, business commitments, and meeting schedules.
• Prepare presentations, reports, analyses, and management summaries for the Plant Director and leadership team.
• Collect, consolidate, and validate data from various departments to support management decision-making.
• Monitor the progress of tasks, action items, and projects assigned by the Plant Director and follow up with managers to ensure timely completion.
• Maintain regular communication with the management team and act as a liaison between leadership and key stakeholders.
• Coordinate and support guest and customer visits, including international visitors.
• Supervise reception services to ensure high standards of guest service and professional representation of the company.
• Manage incoming and outgoing correspondence, shipments, and documentation.
• Coordinate company meetings, team meetings, workshops, conferences, training sessions, and other business events.
• Process and monitor business travel arrangements, travel expense reports, and related documentation in accordance with company policies.

Skills

Polish fluency

English proficiency

Organization

Time management

Discretion

Interpersonal skills

Communication

Problem solving

Job description

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Are you inspired by challenging the status quo? Do you thrive in collaborative environments that drive results? If so, Gates could be for you.
Gates is a leading manufacturer of application-specific fluid power and power transmission solutions. We push the boundaries of material science to engineer solutions that continually exceed customer expectations.
Let's simplify it, think belts and hoses. Found in motorcycles, conveyor belts, cars, tractors, blenders, vacuum cleaners, bicycles, & 3D printers just to name a few. Because why not do it all?

What to Expect

Located in Legnica, we proudly operate the largest Gates facility in Europe and the second largest worldwide. Our site comprises three key operations: belt production, hose manufacturing, and a distribution center. Altogether, we employ over 1200 people, making us one of the region’s most significant employers.

As anAdministrative and Operations Assistant, you will support the smooth day‑to‑day operations of the plant by providing comprehensive administrative and organizational support to the Plant Director and local management team. Your role will involve coordinating office and facility services, managing documentation and communication flow, organizing meetings and visits, and ensuring a professional and efficient workplace environment. You will also work closely with external service providers and contribute to maintaining high standards across administrative and shared spaces.

Essential Duties and Responsibilities

Provide administrative support to individuals, teams, and departments with a limited degree of supervision

Provide comprehensive administrative support to the Plant Director, including coordinating schedules, meetings, travel arrangements, and ensuring efficient document flow

Coordinate and manage the Plant Director’s calendar, business commitments, and meeting schedules

Prepare presentations, reports, analyses, and management summaries for the Plant Director and leadership team

Collect, consolidate, and validate data from various departments to support management decision‑making

Monitor the progress of tasks, action items, and projects assigned by the Plant Director and follow up with managers to ensure timely completion

Maintain regular communication with the management team and act as a liaison between leadership and key stakeholders

Coordinate and support guest and customer visits, including international visitors

Supervise reception services to ensure high standards of guest service and professional representation of the company

Manage incoming and outgoing correspondence, shipments, and documentation

Coordinate company meetings, team meetings, workshops, conferences, training sessions, and other business events

Process and monitor business travel arrangements, travel expense reports, and related documentation in accordance with company policies

Support ongoing projects assigned by management

Ensure proper functioning of facilities, offices, and business support services

Coordinate external service providers (cleaning, catering, workwear), monitor service quality, and address employee feedback

Maintain high standards in administrative areas and conference rooms, ensuring compliance with 5S principles

Provide solutions to atypical administrative and operational issues using established practices

Contribute to improving efficiency, quality, and timeliness of team activities

Job Profile

• Applies knowledge of how administrative functions integrate with operational and cross-functional teams
• Works independently on assigned tasks while collaborating with multiple stakeholders
• Acts as a key coordination point between management, employees, and external vendors
• Demonstrates accountability for accuracy, confidentiality, and compliance with internal standards
• Explains and communicates job‑specific and administrative processes clearly

Keys to Success

• Strong skills across a range of administrative processes, systems, and procedures
• Ability to manage multiple priorities and stakeholders effectively
• High level of organization, reliability, and attention to detail
• Professionalism and discretion in handling sensitive information
• Well‑developed interpersonal and communication skills
• Proactive approach to problem‑solving and continuous improvement
• Ability to represent the company with a high level of personal culture

Supervisory Responsibilities

• Acts as an informal resource for associates with less experience
• Provides guidance and support to team members when needed
• Oversees reception services and external providers indirectly

Requirements and Preferred Skills

• 5 years of relevant administrative or office support experience
• Fluency in Polish and proficiency in English enabling effective communication
• Strong organizational and time‑management skills
• Professional attitude with a high sense of responsibility and discretion
• Excellent interpersonal and communication skills
• Attention to detail, reliability, and a systematic approach to work
• Ability to manage multiple tasks and priorities in a structured manner

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Why Gates?

Founded in 1911 in Denver, Colorado, Gates is publicly traded on the NYSE. While we might operate in a vast amount of time zones we operate as 'One Gates' and have a common goal of pushing the boundaries of materials science. We invest in our people, bringing real‑world experience that enables us to solve our customers' diverse challenges of today and anticipate those of tomorrow.

Gates is an Equal Opportunity and is committed to ensuring equal employment opportunities for all job applicants and employees. Employment decisions are based upon job‑related reasons regardless of race, sex, color, religion, age, disability, pregnancy, citizenship, sexual orientation, gender identity, national origin, protected veteran status, genetic information, marital status, or any other consideration defined by law.

GDPR: Gates are committed to protecting your private data. Please see below the link to our Job Applicants Privacy Statement which we would ask you to read in full. By applying for this position, you confirm that you have read, understood and accepted this policy.