Administrative Assistance Specialist

Wolters Kluwer; Warszawa; Hybrid; PLN 45,000 - 73,000; Full time

Benefits offered by this job

Hybrid work

Private medical care

MultiSport card

Birthday day off

Leave program

Two-hour early finish

Vacation allowance

Training and development

Supportive team

Job summary

Wolters Kluwer in Warszawa is seeking an Administrative Assistance Specialist to support operations and ensure smooth workflows. You’ll handle varied tasks with some independence and develop your administrative skills in a supportive environment.

Responsibilities include handling correspondence, travel arrangements, meeting coordination, expense processing, and internal communications. The role offers a hybrid schedule and opportunities for training and advancement.

Qualifications

• Advanced document preparation using word processing software.
• Strong verbal and written communication.
• Excellent organizational and time-management abilities.
• Ability to manage multiple tasks and meet deadlines.
• Professional handling of inquiries and interactions.
• Ability to conduct research and compile summaries.
• Experience tracking expenses and supporting budgets.
• Proficiency with a wide range of business software.
• Support clear internal communication across teams.

Responsibilities

• Prepare correspondence, reports, and presentations.
• Screen and route calls, visitors, mail, and emails.
• Maintain files, calendars, and diaries.
• Arrange travel and coordinate meetings.
• Process expense reports and monitor budgets.
• Prepare meeting agendas and minutes.
• Assist team with complex communications.
• Procure office supplies and manage procurement.
• Support multiple non-exec employees.
• Conduct research and summarize team projects.
• Support internal communications, webinars, and events.
• Coordinate company events.

Skills

Document preparation

Communication

Organization

Time management

Customer service

Research & summaries

Budget tracking

Office software

Internal communication

Job description

As an Administrative Assistance Specialist, you’ll play a crucial role in supporting our operations and contributing to the smooth workflow within the organization. You’ll manage a variety of tasks with some independence, ensuring that all administrative needs are met efficiently. This role is ideal for those with some experience in administrative support who are looking to develop their skills further in a supportive environment.

Responsibilities

• Prepare and manage correspondence, reports, and presentations using business software.
• Receive, screen, and route incoming calls, visitors, mail, and email.
• Maintain and oversee the organization of files, records, calendars, and diaries.
• Arrange business travel, including complex itineraries, and coordinate detailed meeting arrangements.
• Track and process expense reports and support budget monitoring.
• Assist in preparing detailed agendas and minutes for meetings.
• Handle more complex correspondence and communication for team members.
• Manage office supplies and facilitate procurement processes.
• Provide administrative support to multiple nonexecutive employees or groups.
• Conduct research and compile detailed summaries for team projects.
• Support and manage internal communication incl. webinars, mailings and other channels.
• Support and manage company events.

Skills

• Advanced Document Preparation: Proficient use of word processing software to create and format complex documents.
• Enhanced Communication: Excellent verbal and written communication skills for effective interaction.
• Advanced Organization: Strong organizational skills for handling various administrative tasks efficiently.
• Improved Time Management: Enhanced ability to manage multiple tasks and deadlines.
• Customer Service: Professional handling of more complex inquiries and interactions.
• Detailed Research: Ability to conduct more thorough research and compile comprehensive summaries.
• Expense and Budget Management: Proficient in tracking and managing expenses and supporting budget control.
• Office Software Expertise: Proficient in a wider range of business software applications.
• Internal Communication: Ability to support clear, timely, and effective communication across internal teams and stakeholders.

What We Offer

• Stable, full-time employment in a growing organization.
• The opportunity to make a real impact on how our teams work together.
• A flexible hybrid working model.
• Private medical care.
• An employer-subsidized MultiSport card.
• An additional day off on your birthday.
• "10+ Leave" Program: 10 additional days of paid leave for employees with at least 10 years of total work experience.
• Work-Life Balance Fridays: Finish work two hours earlier on the second Friday of each month.
• Holiday allowance ("vacation benefit").
• Access to training and professional development.
• A friendly working environment and support from an experienced team.

Our Interview Practices

To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we’re getting to know you—not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.

Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.