Career Opportunities with German Marshall Fund of the United States

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Office and Program Assistant

Department: Warsaw Programming
Location: Warsaw, POL
Job Type: Full-time

Department/Program Summary:

GMF’s Warsaw office, established in May 2011, serves as a forum and source of ideas for strengthening transatlantic cooperation, with particular focus on issues critical to Poland, the Baltic states, and Central and Eastern Europe more broadly.

Job Summary:

Office and Program Assistant will assist with managing GMF’s Warsaw programs with a variety of administrative tasks, convening and research that foster transatlantic cooperation related to the region. Office and Program Assistant is responsible to manage scheduling for the Director and Deputy Director by responding to RSVPs, booking flights/hotels, and making sure the calendars are up to date.

Office and Program Assistant will assist and support the Office Manager in variety of tasks related to management of the office, preparation of data and materials needed for budgeting and other finance related work, and coordination of HR activities for the Warsaw Office. S/he will assist with coordination of logistics for GMF Warsaw in-person and virtual events (booking venues, preparing contracts, arranging transportation, handling technical logistics, etc.). S/he will also serve as a back-up for liaising with GMF IT team and local vendors (e.g., stationery, business cards, office maintenance).

PA will provide research support to the Office Director, Deputy Director, and Office Manager. Successful candidates will be hard-working self-starters, with excellent writing, analytical, communication, and organizational skills and a willingness to adapt to the dynamic GMF work environment.

Essential Duties/Responsibilities:

  • Manage the Deputy Director’s and Director’s calendars to include scheduling travel and meetings as needed
  • Assisting the Warsaw Team in the organization of events for GMF’s Warsaw Program, including conferences, workshops and seminars, study tours for policymakers and opinion leaders to Poland, and roundtable discussions at GMF’s Warsaw office – especially in terms of logistics - booking venues, cooperation with vendors etc.
  • Provide administrative support to the office Director, Deputy Director and Office Manager as needed
  • Use data storage platform (Microsoft Dynamics) to perform data entry, data management, and data analysis.
  • Prepare reports from internal/external meetings, events, and conferences
  • Provide research and analyses for GMF’s Warsaw program and admin related activities (e.g., changes in labor law)
  • Monitoring key policy developments in Poland, Central Europe, as well as Eastern Europe
  • Serving as a liaison between the Development team and the Warsaw Office team for donor-related matters

Additional Duties/Responsibilities:

  • Representing the Warsaw Office both internally within GMF and externally

Knowledge and Skills Needed:

  • Background in public administration or other related field
  • Experience (1-2 years) in administration/public administration
  • Advanced knowledge of office procedures
  • Excellent organizational and planning skills
  • Strong attention to details
  • Excellent writing and spoken skills in English and Polish 
  • Strong verbal and written communication skills, including the ability to appropriately represent GMF externally
  • Ability to work in a fast-paced, dynamic, growing, and team-based environment
  • Ability to handle multiple priorities and deadlines, and to operate with minimal guidance
  • Prior experience with managing calendars/scheduling desired but not essential

Education:

Bachelor’s or Master’s Degree in public administration, international relations, European Union Studies, security studies, or a related field.

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