Office Assistant

World leader in allergy

ALK's aspiration is to become the world leader in allergy by helping as many people as possible with allergy to a better life by providing options of prevention, diagnosis, and treatment of allergy. In ALK Global Business Services Cracow, we contribute to this aspiration by supporting the organisation delivering world-class support to our many colleagues around the world.

Your role as Office Assistant:

Do you enjoy playing a key role in supporting people, coordinating a variety of activities and projects, and providing an excellent level of administrative support? Then this might be a job for you!

The position:

You will report directly to the Director, ALK GBSC, where you will work alongside an enthusiastic team of dedicated people. You will take responsibility for a variety of tasks including office management, events organization and employee benefits management.

More specifically, you will be responsible for:

• Reception - first line contact for visitors to Krakow office,
• Hotel, TAXI booking for visitors,
• Taking care of candidates, guests, and other visitors at the office – making coffee, ordering business lunch, organizing dinners and team buildings.
• Event Organization (contact with restaurants, hotels, entertainment vendors etc.)
• Flights and hotel bookings for employees,
• Managing local Krakow site needs, including coordination of cleaning & flower service, site maintenance issues, local site orders, deliveries & couriers
• Mobile phones and parking spaces management
• People & Organization (HR) team support – scanning documents, printing, sending Multibenefit /LuxMed/Insurance applications for employees, and benefits system management
• Managing the local awards processes
• Maintaining the local website, writing articles, ensuring that the data on the website is correct.
• Supporting the onboarding process for new joiners and preparing welcome/ goodbye emails. Updating and maintaining onboarding presentations.
• Keeping up to date employees list of health and safety training as well as medical checks, being the first point of contact for benefits providers.

Your profile:

You possess excellent communication and interpersonal skills. You are an organised individual with a natural attention to detail, have a structured working style and you are able to easily prioritise your tasks and manage your time effectively.

We expect that you have:

• Fluency in English and Polish is a must
• A relevant degree at bachelor level. We are also open for fresh graduates or students, however we expect full time availability (160h/month)
• Experience providing administrative support in a corporate international environment is nice to have
• Experience with coordination, planning, administration, and events management
• Working knowledge of IT systems, especially within MS Office 365
• Experience handling sensitive and confidential information and materials

On a personal level you have a high level of integrity, are openminded and a team-player. You are curious, always on the lookout for improvements and demonstrate a strong service orientation and a positive, flexible mindset. Furthermore, you are comfortable working autonomously.

We offer:

ALK in Krakow provides a uniquely dynamic and pleasant work environment, complete with inspiring and challenging assignments. The results of your efforts will be significant throughout the organization and you will be able to actively influence and challenge the status quo. Our flat structures attract independent individuals who like to feel the progress of the business and enjoy being close to the decision-making process. You will be part of an engaged and informal team who values skill and knowledge creation. We consider our pioneering spirit coupled with our trustworthiness our winning formula. ALK GBSC offers a safe and healthy workspace in a modern office (Aleja Pokoju 1) that features the best of Danish design, including an open floorplan, wooden flooring, stand-up desks, a chill-out room, and a fully equipped kitchen with the best view in Krakow. As an employer ALK Poland offers the kind of generous and competitive benefits package you would expect, including standard features such as a Multibenefit platform, private medical care and life insurance, as well as extras that include a Pluxee card, company bikes, holiday donations, Christmas vouchers, dual-sim mobile for all employees, flexible working hours, and an additional day off on your birthday.

We look forward to hearing from you!