Team Operations Coordinator - International Partner Market

About This Role:
As the Team Operations Coordinator you will play an integral role in supporting the Head of Partner Markets and the Leadership Team by providing personalized and timely support on a daily basis. Your efforts will be crucial in ensuring the efficiency and continuity of our business operations. You will manage a variety of administrative tasks, including meeting facilitation, travel arrangements, and expense reporting, while also preparing correspondence and presentations. Your role will be central to the team, aiding in project involvement and supporting the overall business structure. Through your contributions, you will help foster a seamless flow of information and operations within the team, enhancing our capabilities to meet strategic goals.

• Act on your own initiative to perform diverse and advanced secretarial and administrative duties for senior management.
• Proactively handle and manage complex calendars for senior management and the IPM Team, including scheduling and booking meeting rooms and conference calls.
• Coordinate logistical arrangements for senior management travel, ensuring alignment with Global Travel policy.
• Independently manage visa application processes and address last-minute travel changes.
• Prepare, check, and process expense reports for senior roles monthly, adhering to company policies.
• Respond to mail and inquiries proactively, choosing the appropriate communication medium.
• Manage information flow to ensure timely and accurate communication.
• Organize internal and external meetings/events, including managing agendas, bookings, and liaising with business partners as needed.
• Drive and follow up on projects, ensuring team alignment and maintaining the IPM SharePoint site.
• Maintain and update a contact database for business partners, managing system access and accounts.
• Support the IPM team with VRM setup, non-employee onboarding, and IMRO setup as required.
• Provide backup support for other Administrative Assistants and assist with MS Office and technology queries.

• Commercial apprenticeship or bachelor's degree.
• 3+ years of relevant experience supporting senior-level roles in an international environment.
• Fluent English (written and spoken); proficiency in another European language is a plus.
• Excellent interpersonal and communication skills (both verbal and written).
• Proficiency with Windows, Microsoft Office 365, and cloud-based services.
• Demonstrated ability to work efficiently and multitask with minimal supervision in a fast-paced environment.
• Experience in problem-solving and handling complex, ambiguous situations diplomatically.
• Ability to work remotely and adapt to a multi-national, multi-cultural environment.
• Reliable, independent, and committed with strong organizational skills.
• Ability to maintain a positive attitude and provide top-notch customer service.

• Experience supporting multiple people and projects simultaneously.
• Familiarity with complex structures and matrix organizations.

• This role is in hybrid model of work.
• Please note that the role requires a candidate to be a holder of work permit & residency in Poland.