Operations and Project Administration Specialist

We are looking for an organized and proactive person who can help our department run smoothly and efficiently. The main goal is to handle project administration and make sure our internal processes are clear and effective.

This role is for someone who enjoys more than just checking off tasks, we want someone who looks for ways to automate and improve how we work. We’re looking for a teammate who thinks ahead, spots potential issues, and suggests fixes.

Key Responsibilities:

Project Coordination and Administration

• Support the administration of current and new projects in collaboration with the Team Lead: maintain project knowledge bases, procedures, and processes.
• Set up project structures and boards to keep work organized; ensure data integrity and make sure the team follows through on task updates and deadlines.
• Consolidate information from team members to provide regular status updates and analytical briefings.

Operational Support

• Full administration of the meeting cycle: preparing agendas, collecting materials, recording minutes (MoM), and strictly tracking follow-up action items.
• Manage the department's meeting calendar and maintain the rhythm of regular synchronizations.
• Maintain and update process maps, organizational structures, and department presentations as an ongoing process.
• Provide organizational support for key events: Summits, Division Rhythms, Strategic Sessions, Townhalls, and Management Body meetings.
• Coordinate complex travel logistics and detail-oriented arrangements for the team.

Optimization&Automation

• Actively implement AI tools (LLMs, agents, automation) into daily routines to enhance personal and team productivity.
• Automate routine reporting and analytical material preparation.
• Support the broader adoption of AI initiatives and solutions within the department’s projects.

Skills, Knowledge & Expertise:

Hard Skills

• Experience: 1–3 years in Project Management, Project Administration, or Operations Support.
• Toolbox: Proficiency with task tracking and project management platforms (Jira and other task-tracking tools) and collaboration tools like Miro, Confluence, and Google Workspace.
• AI and automation curiosity: Experience using LLMs and automation tools. You understand how to craft prompts and save time through technology.
• Analytics & Content: Strong ability to structure complex information into clear presentations and reports.
• Language: English at a B1 (Intermediate) level or higher (for documentation and basic communication).

Soft Skills

• Proactivity: You initiate action and suggest improvements rather than waiting for instructions.
• Systemic Thinking: You see the big picture, pay attention to details.
• Readiness to take responsibility for processes from start to finish.
• A genuine interest and a constant drive to test and implement process improvements.

Job Benefits:

• Stable salary, official employment
• Health insurance
• Hybrid work mode and flexile schedule
• Access to professional counseling services including psychological, financial, and legal support
• Discount club membership
• Diverse internal training programs
• Partially or fully payed additional training courses
• All necessary work equipment