Senior Administrative Assistant (Knowledge Management, Training Records) for NATO with security clearance

WLG; Bydgoszcz; On-site; PLN 55,000 - 75,000; Full time

Job summary

WLG in Bydgoszcz seeks an experienced administrator to look after the team’s knowledge base, training records and day-to-day office processes.

You will coordinate learning, manage documents, guide colleagues on office software, and ensure information is up to date across departments. Fluent English and strong MS Office skills are essential; SharePoint experience is a plus.

Qualifications

• Experience managing knowledge bases and records.
• Proficient in coordinating training and keeping records current.
• Excellent written and spoken English with strong time management.

Responsibilities

• Manage knowledge management database and information classification.
• Coordinate learning: booking courses, organizing sessions, training records.
• Ensure team and manager have necessary information and assist meeting planning.
• Guide colleagues on office software, tools and administrative procedures.
• Handle staff arrivals/departures, equipment, and routine reports.
• Keep office policies up to date and coordinate across departments.

Skills

Time management

Multitasking

English language

Problem solving

Education

Vocational training or equivalent

Secondary education with three years

Tools

Microsoft Office (Word/Excel/PowerPoint)

SharePoint

Job description

The person who makes sure a team knows where everything is, and that it runs on time.

A multinational defence organisation in Bydgoszcz is looking for an experienced administrator to look after its team's knowledge base, training records and day-to-day office processes.

What You Would Be Doing

• Looking after a knowledge management database and helping shape how information is stored and classified
• Coordinating learning for the team: booking courses, organising sessions, keeping training and certificate records current
• Making sure the team and its manager have the information they need, and helping plan meetings
• Guiding colleagues on office software, tools and administrative procedures
• Handling arrivals and departures of staff, equipment and staff requests, and routine reports
• Keeping office policies and procedures up to date and working across departments

What you would bring

• Vocational training with at least a year of related experience, or secondary education with three years
• Solid office experience with office management systems and procedures
• Three or more years of strong Microsoft Office skills: Word, Excel, PowerPoint and databases
• SharePoint design or administration training
• Excellent written and spoken English and a flexible, problem-solving attitude
• Good time management and comfort with juggling several things at once

Why this one is worth a look

You become the organised centre of a team in an international defence environment.