Operations and Project Administration Specialist

• 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.

• 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.

• 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.

• 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).

• 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.

• 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

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