HQ Office Coordinator/Manager's Assistant

We are looking for an experienced, organized and helpful person to take care of the smooth operation of our central (HQ) office in Vilnius, a cozy working environment and daily administrative support for the team and the manager.

We value a responsible attitude, attention to detail and the ability to independently take care of both regular office work and new organizational issues.

• You will take care of daily office activities and order: order the necessary tools and services, communicate with suppliers and office maintenance partners.
• You will meet guests and arrange their stay in the office, prepare meeting spaces and ensure the smooth running of meetings.
• You will administer office documents, correspondence and provide daily organizational support to colleagues in the HQ team.
• You will organize trips for the manager and the HQ team, manage reservations, related documents and expense reports.
• You will coordinate colleagues' visits to group companies abroad, organize HQ team events and other agreed initiatives.
• You will carry out the instructions of the manager and shareholders: you will collect information, find out possible solutions, contact the necessary people and ensure that the agreed work is completed.
• In accordance with the powers granted, you will communicate with partners, lawyers, notaries or other organizations, and coordinate conditions according to agreed guidelines.
• As needed, you will help organize employee search, selections and resolve other assigned personnel issues.

The main scope of work — HQ office. You will contribute to the issues of other group companies according to specific instructions and agreed priorities.

• Experience in office administration, secretarial work, management assistance or similar positions.
• Organization, diligence and ability to independently plan daily work.
• Pleasant, businesslike communication and attentiveness to colleagues and guests.
• Ability to orientate oneself in a new situation, find out what needs to be done, and take care of the result.
• Responsibility, discretion and ability to consult in a timely manner when a manager's decision is needed.
• Good knowledge of Lithuanian and English, both spoken and written.
• Good skills in working with e-mail, calendars, documents, AI assistants, etc.

Experience in managing company documents, organizing events or coordinating employee selections will be considered an advantage.

2500-2800 €/mon. gross

Verkių g. 25C, Vilnius Calculate your travel time to work