C005510 Senior Administrative Assistant (NS) - FRI 30 Oct

EMW, Inc.; Bydgoszcz; Vor Ort; PLN 78.000 - 100.000; Vollzeit

Zusammenfassung

EMW, Inc. seeks a Senior Administrative Assistant in Bydgoszcz, Poland, for a mainly on-site role with a total 280-hour workload. The position starts 7 December 2026 and ends 31 December 2026, with NATO SECRET clearance required.

Tasks include knowledge management, learning coordination, and comprehensive office administration, ensuring policy adherence and efficient support across functions.

Qualifikationen

• NATO SECRET clearance is required.
• Higher vocational training or a secondary qualification with related experience is expected.
• Experience working in an office environment using standard office management procedures.
• Strong problem solving and adaptability.
• Excellent written and verbal communication skills.
• Proven time management and multi-tasking abilities in a dynamic setting.
• Extensive experience (3+ years) with Microsoft Office applications (Word, Excel, PowerPoint) and database use.
• SharePoint design/administration training is a plus.

Aufgaben

• Maintain a knowledge management database and contribute to policies, standards, and guidelines for knowledge management.
• Act as learning coordinator within the OE; organize learning activities and manage training records.

Kenntnisse

Office management

Time management

Communication skills

Problem solving

MS Office suite

Ausbildung

Higher vocational training in a relevant discipline

Secondary education with post-related experience

Tools

MS Excel

SharePoint

Jobbeschreibung

Deadline Date: Friday 30 October 2026

Requirement: Senior Administrative Assistant

Location: Bydgoszcz, PL

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 280

Required Start Date: 7 December 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

Knowledge management

• Maintains a knowledge management database.
• Contributes to the definition of policies, standards, and guidelines for knowledge management
• Maintains and implements information handling procedures
• Leverages knowledge of a specialism to capture and classify content, taking expert advice when required.

Learning coordinator

• Acts as learning coordinator within the OE
• Books and organises learning activities within the OE
• Updates and controls training records, including attainment of certificates and accreditations.

Business administration

• Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
• Assists in planning for meetings.
• Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
• Liaises and organises across functions.
• Updates and maintains office policies and procedures.

E-Mail Software

• Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.
• Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.
• Explains the use of features including address books, distribution lists, and bulletin boards.

Office Administration

• Manages in-processing and out-processing procedures for arriving and departing personnel.
• Assists in developing administrative process flow to and from other functions and departments (Task Tracker – TT+).
• Coordinates preparation and distribution of standard reports (e.g. status or activity).
• Processes and documents requirements for equipment or staff requisitions.
• Performs all aspects of administrative support for a location or a department.

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Higher vocational training in a relevant discipline with 1-year post-related experience or a secondary educational qualification with 3-years post-related experience.
• Experience working in an office environment utilizing office management systems and procedures.
• Experience in problem solving and proven ability to be flexible when needed.
• Excellent written and verbal communication skills.
• Proven experience in effective time management and multi-tasking in an ever-changing environment.
• Extensive knowledge and experience (3+ years) in the use of Microsoft office automation packages (Word, Excel, PowerPoint and database applications)
• SharePoint design, admin and/or management training