Executive Assistant, None
Entry (0-2 years), Middle (2-5 years), Senior (5-10 years), Executive (>10 years)
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Title Executive Assistant Job Reference # 131569BR Location Poland City Kraków Function Category Administration and Support Business Divisions Corporate Center Job Type Full Time Description Are you interested in innovation, planning and organizing and building a world class recruiting function? This is a role supporting a global Leadership team across UK, New York and Asia. Supporting the Investment Bank Recruitment Divisional Head, your primary role as an Executive Assistant will be to support UBS Senior Management stakeholders across the globe. Your EA responsibilities will include: diary management, preparation of Agenda for management meetings and global IB team calls, minutes, following up actions and decisions, calendar and travel management Your recruiting related activities will include global coordination & maintenance of IB COO and Head HR hire plan and candidate updates, senior referral trackers, weekly IB strategic hire plan updates, direct cost savings reporting, and other recruitment presentation & project tasks, following up to drive the actions agreed to deliver the global objectives including decreasing cost spend, increasing diversity hiring and internal referrals. The role will be located in the UBS office in Zabierzow (Krakow Business Park). Responsibilities: • Supporting Senior Managers located in different UBS locations • Managing calendars including: setting the meetings, ensuring the acceptances and keeping bookings up-to date, taking account of complex diaries and global time-zone differences • Managing and coordinating travels, organizing bookings, preparing travel documentation • Preparing high standard presentations for a range of situations to a high standard, including coordinating the production of relevant management information and other inputs • Processing of invoices, expenses and reimbursements through the systems • High quality and accurate minute taking for meetings, as required • Answering calls and supporting communication channels Supporting strategic professional hiring:
• Coordinating the global leadership team to support the global Head in delivery recruiting objectives and projects . Following through and escalating to make sure deadlines are maintained an delivered . Presentations support to the team . Coordinating hire plan and updates . Providing candidate administration support where necessary (Avature, interview scheduling etc.)
• Coordinating feedback gathering and documentation flow
• Managing candidates' data in HR systems as needed
• Other responsibilities related to Senior Management support including recruitment presentations, reporting and project tasks Requirements: • Graduate educated with an interest in Finance and project management • At least 2 years of experience in international environment, preferable experience in administration • Very good written and spoken English • Very good knowledge of MS Office in particular MS Excel, MS Word and MS PowerPoint • Good knowledge of MS SharePoint • Excellent communication skills and a Team player, willing to go the extra mile • An ability for planning, organization and process improvement • Strong analytical and numerical skills • Ability to prioritize own workload on a daily basis • Open, a fast learner, willing to learn and teach others and develop within the role • Trustworthy and with strong sense of ownership • Ability to juggle multiple priorities in fast paced environment What we offer UBS offers talented individuals around the world a challenging, diverse and supportive working environment in which passion, commitment and hard work are valued and rewarded. Why UBS? Watch thevideo Take the next step Fitting in at UBS means being passionate and motivated about what you do. If you like collaborating, are used to challenging others and being challenged in return, then you have the right attitude to thrive in our environment. Want to become part of our team? Apply now. Contact Details UBS Recruitment teamDisclaimer / Policy Statements UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.
Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit.