Executive Assistant, Executive Office, Warsaw 

This is a full-time role providing onsite assistance coverage for Managing Directors within the Executive Office division at the Goldman Sachs Frankfurt office. This role requires a highly proactive, motivated and organised individual who is able to multitask, prioritise effectively and demonstrate excellent time management.

HOW YOU WILL FULFILL YOUR POTENTIAL

• Provides administrative support in a complex team environment to a senior group or executives.
• Comprehensive and pro-active diary management and scheduling of meetings - room bookings, documentation, media services for audio visual/video conference facilities
• Coordinates complex, senior-level internal/ external meetings and conference calls.
• Interacts with high level business leaders in a professional and effective manner.
• Responds and follows up on client requests.
• Prepares and distributes divisional correspondence, memos, meeting minutes, reports, Power Point presentations or other documents as requested.
• Maintains understanding of firm policies and handles certain issues independently.
• Coordinates domestic and international travel arrangements and processes expense reports (using Concur)
• Assists with visa applications/requirements.
• Logs MDs weekly time on in-house system (using Artemis)
• Enters MDs whereabouts and vacation details (using Excel and/or MyVacationCalendar)
• Supports visiting MDs – assisting with diary management, arranging offices, transportation, access to buildings and team events if required.
• Coordinates townhalls, team events and/or socials - booking rooms across global campus, setting up registration details, sign up links, dial-in numbers, Zoom IDs, arranging refreshments, lunches and dinners.
• Manages space (planning and executing department moves, occupancy updates in GS Space
• Works closely with divisional Chiefs of Staff, Leadership Team, global Assistants and office-wide Networks and Pillars
• Supports Internal Communications efforts for the office (sends newsletters, manages distribution lists and share points)

 SKILLS AND EXPERIENCE WE ARE LOOKING FOR

• Min. 3 years of administrative/ personal/ executive assistance, preferably within the international financial services/consultancy industry
• Advanced knowledge of English
• Requires excellent interpersonal and communication skills (verbal and written)
• Extensive knowledge of MS Office, including Outlook, Word, PowerPoint and Excel
• Professional with high attention to detail.
• Ability to solve problems quickly and efficiently.
• Ability to handle highly sensitive, confidential, and non-routine information.
• Demonstrated dependability and sense of urgency about getting results.
• Demonstrates high degree of integrity and confidentiality.
• Strong organizational skills.
• Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment.