Executive Administrative Assistant - Travel & Meetings

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

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.