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Executive Assistant & Chief of Staff, Operations, Warsaw

Client:

Ascensia Diabetes Care

Location:

Warsaw, Poland

Job Category:

Other

EU work permit required:

Yes

Job Reference:

e4445cd1c9f4

Job Views:

6

Posted:

23.01.2025

Expiry Date:

09.03.2025

Job Description:

Ascensia Diabetes Care is a global specialist diabetes care company, dedicated to helping people living with diabetes. Our mission is to empower people living with diabetes through innovative solutions that simplify and improve their lives. We use our innovation and specialist expertise in diabetes to develop high-quality solutions and tools that make a positive, daily difference for people.

At Ascensia, our values serve as the bedrock of our organization. They guide our decisions, actions, and interactions, shaping the culture we collectively foster.

Our Values include:

• Resilient Growth Mindset
• Executional Excellence

We believe that when we live our values authentically, both individually and as a team, we unlock our true potential and drive sustainable success.

Job title: Executive Assistant & Chief of Staff, Operations

About the opportunity: We are seeking a highly organized and proactive Executive Assistant & Chief of Staff, Operations to support the VP. In this role, you will perform core executive assistant responsibilities while offering various project coordination duties, leveraging a good understanding of the medical device industry. You will manage schedules, coordinate meetings, oversee travel arrangements, and act as the communication liaison between the VP and internal/external stakeholders. You will also assist with project coordination and data reporting, ensuring smooth operations and timely decision-making.

Location: Poland – flexible hybrid/remote model with the requirement to be in Warsaw one week per month, based on business needs.

What you will do:

1. Act as the main point of contact for the VP, managing schedules, follow-ups, and confidential tasks.
2. Manage the VPs calendar, prioritize high-level meetings, handle travel logistics, and manage expense reports in SAP Concur.
3. Prepare agendas, briefing documents, and materials for meetings; document action items and follow up with teams.
4. Serve as a communication link between the VP and internal teams, ensuring smooth information flow.
5. Track project timelines, flagging any delays or challenges to the VP.
6. Prepare reports, presentations, and executive summaries for leadership meetings and operational reviews.
7. Assist other members of the Operations leadership team with administrative tasks as needed.

What you need for success:

1. 5+ years of experience as an executive assistant, project coordinator, or similar is required - preferably within medical devices or healthcare industry.
2. Fluent English is required.
3. University diploma is preferred.
4. Exceptional organizational skills with the ability to multitask effectively, maintain integrity, and handle confidential information with discretion, flexibility as tasks may vary depending on business needs.
5. Excellent written and verbal communication skills, capable of summarizing information effectively.

What we can offer you:

1. Contract of employment, hybrid or remote work, one-time home-office set-up allowance.
2. Lunch Card - 300 PLN monthly.
3. Annual bonus.
4. Life insurance, private medical care – Luxmed VIP package with dental coverage.
5. Pension Plan (PPE), Employee Assistance Program.
6. Access to LinkedIn Learning platform with training courses.
7. Language learning platform online - eTutor.
8. Access to audiobook platform.

#LI-FP1

TO ALL RECRUITMENT AGENCIES: Ascensia does not accept unsolicited third-party resumes.

Building an Inclusive Culture: We are a company that brings varying backgrounds, ideas, and points of view to inventing on behalf of all customers. Our diverse perspectives are enriched by many dimensions, including race, ethnicity, gender, age, physical and mental ability, sexual orientation, religious beliefs, culture, language, and education, as well as professional and life experience. We are committed to diversity, equity, and inclusion, and leveraging our unique perspectives to scale our impact and growth.

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