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

Work Life Group; Bydgoszcz; On-site; PLN 45,000 - 65,000; Full time

Job summary

Work Life Group in Bydgoszcz is seeking an experienced administrator to manage the knowledge base, training records, and day-to-day office processes within an international defence environment.

You will maintain databases, coordinate learning events, ensure stakeholders have timely information, and guide colleagues on software and procedures. A strong English level and multitasking ability are essential.

Qualifications

• Vocational training or secondary education with relevant experience.
• Solid office experience with management systems and procedures.
• 3+ years of strong MS Office skills: Word, Excel, PowerPoint and databases.
• SharePoint design or administration training.
• Excellent written and spoken English with a flexible, problem-solving attitude.
• Good time management and ability to juggle multiple tasks.

Responsibilities

• Maintain knowledge management database and shape information storage/classification.
• Coordinate team learning: booking courses and sessions, keep training records current.
• Ensure team and manager have the information they need and help plan meetings.
• Guide colleagues on office software, tools and administrative procedures.
• Handle arrivals/departures of staff and equipment, and routine reports.
• Keep office policies up to date and coordinate across departments.

Skills

Microsoft Office

SharePoint

English

Time management

Problem solving

Education

Vocational training

Secondary education

Tools

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.