Administrative and Operations Assistant

What to Expect

Located in Legnica, we proudly operate the largest Gates facility in Europe and the second largest worldwide. Our site comprises three key operations: belt production, hose manufacturing, and a distribution center. Altogether, we employ over 1200 people, making us one of the region’s most significant employers.

As an Administrative and Operations Assistant, you will support the smooth day‑to‑day operations of the plant by providing comprehensive administrative and organizational support to the Plant Director and local management team. Your role will involve coordinating office and facility services, managing documentation and communication flow, organizing meetings and visits, and ensuring a professional and efficient workplace environment. You will also work closely with external service providers and contribute to maintaining high standards across administrative and shared spaces.

Essential Duties and Responsibilities

• Provide administrative support to individuals, teams, and departments with a limited degree of supervision
• Provide comprehensive administrative support to the Plant Director, including coordinating schedules, meetings, travel arrangements, and ensuring efficient document flow
• Coordinate and manage the Plant Director’s calendar, business commitments, and meeting schedules
• Prepare presentations, reports, analyses, and management summaries for the Plant Director and leadership team
• Collect, consolidate, and validate data from various departments to support management decision-making
• Monitor the progress of tasks, action items, and projects assigned by the Plant Director and follow up with managers to ensure timely completion
• Maintain regular communication with the management team and act as a liaison between leadership and key stakeholders
• Coordinate and support guest and customer visits, including international visitors
• Supervise reception services to ensure high standards of guest service and professional representation of the company
• Manage incoming and outgoing correspondence, shipments, and documentation
• Coordinate company meetings, team meetings, workshops, conferences, training sessions, and other business events
• Process and monitor business travel arrangements, travel expense reports, and related documentation in accordance with company policies
• Support ongoing projects assigned by management
• Ensure proper functioning of facilities, offices, and business support services
• Coordinate external service providers (cleaning, catering, workwear), monitor service quality, and address employee feedback
• Maintain high standards in administrative areas and conference rooms, ensuring compliance with 5S principles
• Provide solutions to atypical administrative and operational issues using established practices
• Contribute to improving efficiency, quality, and timeliness of team activities

Job Profile

• Applies knowledge of how administrative functions integrate with operational and cross-functional teams
• Works independently on assigned tasks while collaborating with multiple stakeholders
• Acts as a key coordination point between management, employees, and external vendors
• Demonstrates accountability for accuracy, confidentiality, and compliance with internal standards
• Explains and communicates job-specific and administrative processes clearly

Keys to Success

• Strong skills across a range of administrative processes, systems, and procedures
• Ability to manage multiple priorities and stakeholders effectively
• High level of organization, reliability, and attention to detail
• Professionalism and discretion in handling sensitive information
• Well-developed interpersonal and communication skills
• Proactive approach to problem-solving and continuous improvement
• Ability to represent the company with a high level of personal culture

Supervisory Responsibilities

• No direct supervisory responsibility
• Acts as an informal resource for associates with less experience
• Provides guidance and support to team members when needed
• Oversees reception services and external providers indirectly

Requirements and Preferred Skills

• 5 years of relevant administrative or office support experience
• Fluency in Polish and proficiency in English enabling effective communication
• Strong organizational and time-management skills
• Professional attitude with a high sense of responsibility and discretion
• Excellent interpersonal and communication skills
• Attention to detail, reliability, and a systematic approach to work
• Ability to manage multiple tasks and priorities in a structured manner

#LI-SS1