Administrative Assistant

APM Terminals; Warszawa; On-site; PLN 60,000 - 85,000; Full time

Job summary

Maersk's Warsaw Global Service Centre is seeking an Administrative Assistant to support the site leadership and ensure smooth operations of the Warsaw office. You will manage calendars, coordinate travel, process expenses, and arrange meetings and events to keep executives' schedules running efficiently.

The role requires strong organisational and communication skills, discretion with confidential information, and the ability to work with senior stakeholders in a fast-paced, on-site environment.

Qualifications

• Excellent organisational and multitasking skills.
• Strong communication and interpersonal skills.
• Proactive and solution-oriented approach.
• Confidence working with senior stakeholders and leadership teams.
• High attention to detail and ability to handle confidential information.
• Strong Microsoft Office skills.
• Experience coordinating travel, meetings, events, or administrative activities.
• Category B Driving Licence is required.

Responsibilities

• Manage calendars, meetings, and leadership scheduling.
• Support travel arrangements, including visa coordination where required.
• Process expenses, invoices, and travel settlements.
• Coordinate meeting rooms, events, and off-site activities.
• Support visiting executives with travel logistics, facilities, and meetings.
• Build relationships with leaders, colleagues, vendors, facilities, and IT.
• Ensure administrative requests are handled efficiently and professionally.
• Maintain a seamless experience for employees, visitors, and stakeholders.

Skills

Organisational skills

Multitasking

Communication skills

Interpersonal skills

Attention to detail

Microsoft Office

Travel coordination

Category B Driving Licence

Job description

Global Service Centre (GSC) | 5 Days a Week Onsite | Warsaw, Poland

Keep our leaders moving. Keep our business connected. At Maersk, we are transforming global trade while creating opportunities for our people to grow, develop, and make an impact. Our Warsaw Global Service Centre is home to thousands of talented colleagues supporting customers and operations across the globe.

We are looking for a highly organised, proactive, and service-oriented Administrative Assistant to support the day-to-day administrative needs of our site leadership team and help ensure the smooth operation of our Warsaw office. If you thrive in a fast-paced environment, enjoy coordinating multiple priorities, and take pride in providing exceptional support, we'd love to hear from you.

What you'll be doing

• Managing calendars, meetings, and leadership scheduling requirements
• Supporting domestic and international travel arrangements, including visa coordination where required
• Processing expenses, invoices, and travel settlements
• Coordinating meeting rooms, events, workshops, and off-site activities
• Supporting visiting executives by organising travel logistics, facilities, and meeting arrangements
• Building strong relationships with leaders, colleagues, vendors, facilities teams, and IT support functions
• Ensuring administrative requests are handled efficiently and professionally
• Helping maintain a seamless experience for employees, visitors, and stakeholders

The role exists to deliver efficient administrative support to site leadership whilst ensuring high standards of organisation, responsiveness, and professionalism.

What we're looking for

• Excellent organisational and multitasking skills
• Strong communication and interpersonal skills
• A proactive and solution-oriented approach
• Confidence working with senior stakeholders and leadership teams
• High attention to detail and the ability to manage confidential information
• Strong Microsoft Office skills
• Experience coordinating travel, meetings, events, or administrative activities
• Category B Driving Licence (required)

Our ideal colleague

• Enjoys helping others succeed
• Remains calm under pressure
• Builds trusted relationships across teams
• Takes ownership and follows through on commitments
• Balances flexibility with strong attention to detail

The role particularly values:

• Trust
• Collaboration
• Efficiency
• Flexibility
• Strong interpersonal skills

Why join the Warsaw GSC?

The Warsaw Global Service Centre is one of Maersk's largest and most dynamic hubs, bringing together diverse teams from across the business. You'll have the opportunity to collaborate with senior leaders, contribute to important initiatives, and build valuable experience within a truly global organisation. At Maersk, we are committed to developing our people and creating opportunities for internal mobility and career growth. Internal Applicants Encouraged As part of our commitment to career development and internal mobility, we encourage colleagues across Maersk and the A.P. Moller Group to apply and explore this opportunity.

Location

Warsaw GSC, Poland

Job Level: JL2 Employment Type: Full-time Working Pattern: Office-based 5 days a week

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking.

Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

We are happy to support your need for any adjustments during the application and hiring process.

If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing [e-mail].

A.P. Moller - Maersk is an integrated container logistics company working to connect and simplify its customer's supply chains. As the global leader in shipping services, the company operates in 130 countries and employs roughly 100,000 people. With simple end-to-end offering of products and digital services, seamless customer engagement and a superior end-to-end delivery network, Maersk enables its customers to trade and grow by transporting goods anywhere - all over the world. For more information click here. All the way.