Role description

• Type of contract: Full-time

• Place of work: Prague, Czech Republic

Management Assistant plays a crucial role in supporting team collaboration and ensuring the smooth functioning of various projects within the organization. Is always dedicated to a concrete division(s) within the company where she is the main administrative support to the Head of Division and its wider leadership (so-called Tribe Leaders). In this role you are supposed to have a great overview of what is going on within the office, your division and the whole company and be in touch not only with your division colleagues and other assistants but also with many different departments, such as facility, HR, finance, accounting office etc. You should have a perfect knowledge of all the required administrative processes in the company and ensure that they are followed in your division(s) by helping and guiding your colleagues through them.

Your future role:

Team Collaboration:

• Facilitate effective communication and collaboration among team members.
• Coordinate team meetings, ensuring timely scheduling and documentation of discussions.
• Assist in preparing and distributing meeting agendas, minutes, and action items.
• Maintain accurate and up-to-date records of team activities, reports based on needs, project timelines, presentation and keeping the division OrgChart up to date.
• Strong knowledge of all corporate processes relevant to the execution of their duties.
• Complex supports the organization and execution of team-building activities/ off-sites and its budget controlling.
• Handle the coordination of business trips for managers, including planning in line with the company travel policy and expense reimbursement processing.
• Support managers in coordinating project-related activities and ensuring deadlines are met.
• Proactively identify opportunities for process improvement within the teams and implement necessary changes.

Administrative Support:

• Provide administrative assistance to teams, including document and data entry.
• Prepare and distribute internal communications within the teams.
• External contractors - creating tickets for onboarding/offboarding/prolonging contract. Keeping up to date all details about external contractors.
• Preparing PD (Project Definition) / PO (Purchase Order)
• Support the organization with attendance system, help managers with approval process. (vacation/flexi office approvals)

Your experience&skills:

Must Have skills:

• Previous experience in a similar administrative or teams support role.
• Proficient in using collaboration tools such as Microsoft Teams, or similar platforms.
• Strong organizational, multitasking and time-management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and accuracy in administrative tasks.
• Ability to work collaboratively in a dynamic work environment.
• Proactive problem-solving skills.
• English – B2 level at least 

Nice-to-Have skills:

• Familiarity with project management tools (e.g., Jira, Trello, Miro).
• Familiarity with IT project workflows and terminology.
• Knowledge of additional collaboration tools and software.
• Certification in project management or related field.
• Knowledge and ability to do data reporting. (Power BI)
• Familiarity with agile methodologies.

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