Event Specialist

About this opportunity

EVENT SPECIALIST, POLAND OPERATIONAL FACILITES is responsible for planning and implementing scheduled activities for guests in Poland operational facilities (AFAB / Treat). This role is also responsible for ensuring the tour’s safety and security and compliance to the Global Facilities Policy. In this role, you will… First point of contact for operational facilities internal and external visits. Organizing tours for visitors, ensuring all documentation and approvals are in place. Creating annual visits schedules and ensuring all requests are approved in line with the established calendar. Performing the role of tour guide – initial presentation about Poland facilities, production floor / office walk, Q&A session (this role does not cover clinical aspects / presentation). Ensuring all necessary tour equipment is available for guests (i.e. PPE). Preparing gifts for visitors. Supporting visits organization with meeting room bookings, organizing catering, ensuring sufficient amount of canteen supplies. Maintaining the general upkeep of the operational facilities in Poland. Supporting the employee’s event calendar management. Following office workflow procedures to ensure maximum efficiency. Maintaining files and records with effective filing systems. Ensuring compliance with occupational health and safety regulations. Creating PRs / POs within financial program SAP. Settlement of invoices within SAP, controlling payment status for all invoices related to Office Management. Monitoring visits expenditures, preparing the calculations enabling budget control. Identifying opportunities for visits & tours process improvements, designing and implementing new systems. Maintaining a clean and organized office environment. Perform other assigned duties. In this role, you’ll need … Strong written and verbal communication skills. Organization and the ability to multitask to complete a wide variety of tasks. Strong interpersonal skills to interact positively with all visitors. Attention to detail to ensure tasks are completed thoroughly and correctly Experience in working in multicultural environment with ability to work in interdisciplinary teams. Computer skills knowledge in Microsoft Office and Microsoft Windows. Polish language skills on C1-level or higher (CEFR) English language skill on at least C1-level (CEFR) Additional language (German or Spanish) will be an advantage Minimum 2 years of professional experience in administrative / event management roles. Minimum secondary education level.