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About this opportunity

EVENT SPECIALIST, POLAND OPERATIONAL FACILITIES is responsible for planning and implementing scheduled activities for guests in Poland operational facilities (AFAB / Treat). This role also ensures the tours safety, security, and compliance with the Global Facilities Policy. Responsibilities include:

1. Serving as the first point of contact for internal and external visits to operational facilities.
2. Organizing tours for visitors, ensuring all documentation and approvals are in place.
3. Creating annual visit schedules and managing requests according to the established calendar.
4. Acting as a tour guide, providing initial presentations about Poland facilities, conducting production floor/office walks, and Q&A sessions (excluding clinical aspects).
5. Ensuring availability of necessary tour equipment such as PPE.
6. Preparing gifts for visitors.
7. Supporting visit organization with meeting room bookings, catering arrangements, and canteen supplies.
8. Maintaining the general upkeep of the Poland operational facilities.
9. Supporting employee event calendar management.
10. Following office workflow procedures to maximize efficiency.
11. Maintaining files and records with effective filing systems.
12. Ensuring compliance with occupational health and safety regulations.
13. Creating PRs/POs within SAP and settling invoices, controlling payment statuses.
14. Monitoring visit expenditures and preparing calculations for budget control.
15. Identifying opportunities for process improvements in visits & tours, designing, and implementing new systems.
16. Maintaining a clean and organized office environment.
17. Performing other duties as assigned.

Qualifications:

1. Strong written and verbal communication skills.
2. Excellent organizational skills and the ability to multitask.
3. Strong interpersonal skills for positive interactions with visitors.
4. Attention to detail for thorough and accurate task completion.
5. Experience working in a multicultural environment and with interdisciplinary teams.
6. Proficiency in Microsoft Office and Windows.
7. Polish language skills at C1 level or higher (CEFR).
8. English language skills at at least C1 level (CEFR).
9. Additional language skills (German or Spanish) are advantageous.
10. Minimum of 2 years of professional experience in administrative or event management roles.
11. Secondary education or higher.

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