Office Assistant

Become a part of ALK

ALK is a global pharmaceutical company specializing in allergy immunotherapy. We are driven by a high level of professionalism, integrity, an open-minded approach and contributing to an inspiring and fun working environment together with our colleagues. We provide an attractive working environment for individuals looking for both personal and professional development. You will be part of an engaged and informal team who values skill and knowledge creation.

Job Purpose

Provide essential administrative and organizational support to the ALK GBSC office in Kraków. Office Assistant ensures smooth office operations, acts as the first point of contact for visitors and vendors, and supports both daily business needs and special projects/events, contributing to a positive working environment at ALK.

Duties and Responsibilities

Front Office & Reception

• Serve as the first line of contact for all visitors, guests, and couriers to the Kraków office
• Manage the reception area to ensure a professional and welcoming experience
• Arrange hotel and taxi bookings for office visitors and team members
• Assist with organizing coffee service, business lunches, team dinners, and team-buildings

Office & Facility Administration

• Coordinate local office needs, including cleaning, maintenance issues, local orders, office supplies, deliveries, and couriers
• Mobile phones and parking spaces management
• Monitor facility and equipment maintenance, escalate issues as needed

Travel & Event Support

• Handle flight and hotel bookings for employees
• Organize company events (meetings, celebrations, awaydays), including contacting vendors, making reservations, and supporting event logistics

HR & Onboarding Assistance

• Support the People & Organization (HR) team with document scanning, printing, and benefits applications (e.g., Multibenefit/LuxMed/Insurance)
• Assist with onboarding and exit process: starter packs, communication, updating presentations, and ensuring a smooth onboarding/exit process

 Communication & Knowledge Sharing

• Maintain and update local news/website, write articles, ensure information accuracy
• Prepare and send welcome emails for new joiners
• Support the communication of internal procedures and employee handbooks
• Prepare internal communications in various forms (e.g., posters, flyers) to inform employees about events and initiatives inside and outside the office

Awards & Benefits

• Administer local employee awards/recognition (e.g., local awards process, gift arrangements)
• Act as a local contact for benefits providers

 Projects and Initiatives

• Local Change Agents project: Implement the group’s ideas and support the organization of training sessions, events, and project planning. Assign and delegate responsibilities within the group. Motivate team members to take action.

 Office Budget Management

• Manage the office budget together with the manager: gain an understanding of the budget, participate in planning and fund distribution, identify areas for improvement, and prepare proposals to adjust the budget according to current needs.

 Additional Office Support

• Assist with ad-hoc administrative tasks and projects as required

Qualifications

Education:

• Bachelor’s degree or equivalent
• Applications also welcome from students/fresh graduates if full-time availability (160h/month)

Experience:

• Previous administration, office/facility, or receptionist experience preferred
• Event/project coordination experience a plus

Skills and Competences:

• Fluency in Polish and English (written and spoken)
• Excellent interpersonal, communication, and customer service skills
• Strong attention to detail and high degree of organizational ability
• Great skills on cooperation in regards to colleagues as well as customers/suppliers
• Confident with MS Office 365 and general office IT
• Great planning skills 
• Ability to handle confidential information with professionalism
• Positive attitude, proactive, flexible, and solution-focused
• Creative spirit and willingness to support a variety of tasks
• Honest, trustworthy, and respectful; able to work independently
• Possess cultural awareness and sensitivity