Your responsibilities

• Under the supervision and responsibility of the Chief of Mission, the Executive Assistant is responsible for the technical and administrative functions and should have the qualifications and experience listed below. The person chosen for this position must be ready and willing to take initiative, lead and manage activities designated by the Chief of Mission and be able to perform quality technical, administrative tasks, and logistical support functions. He or she must have good knowledge and be technologically savvy in Microsoft Office, related presentation and promotion software and applications such as Canva, and for document preparation. Specific functions include the following:
• Maintains the official calendar of activities, meetings and social events of the Chief of Mission, and assists the Chief;
• of Mission in prioritizing his time and activities and meeting event committments;
• Manages and supports coordination and correspondence with the Ministry of Foreign Affairs and Diaspora of the Republic of Kosova and other designated public, private, and civil society institutions of Kosova;
• Manages and supports correspondence with insitutions, organizations and business from Poland, as well as diplomatic and consular missions accredited in Poland, in coordination with the Administrative Assistant, and in support of the Consulate General and Chief of Mission;
• Manages and supports the organization and execution of events and activities organized by the Consulate General and Chief of Mission, particularly those centered on cultural exchange, in support of the Chief of Mission;
• Prepares various written, secretarial, and promotional materials in support of the Consulate General;
• Participates in select meetings of the Chief of Mission and, as needed, serves as notetaker and/or moderator depending on the meeting type and meeting audience;
• Organizes team meetings and related activities and generally supports the Chief of Mission’s leadership of the Consulate General;
• Prepares reports and correspondence;
• Processes invoices, payments, and financial documents;
• Prepares invitations and maintains Mission protocol files and guest lists, corresponds with the protocol of the receiving state and other diplomatic or consular Missions, as well as maintains data related to official events;
• Contributes to a welcoming and friendly atmosphere for guests and citizens seeking consular services;
• Has a team-oriented, positive, and inspired attitude to the work of the Consulate General and to supporting the Chief of Mission and working with the diplomats and other colleagues;
• Supports the creation of presentation and promotional material for the Consulate, including for use on social media;
• Manages and supports the maintenance of Mission contacts as well as lists of service operators: maintenance and cleaning personnel, security personnel, logistics, food, drivers and IT/mobile services;
• Provides other designated tasks related to event, office, and financial managment, and may be often asked to lead such tasks and or collaborate with others.

Our requirements

• Five years of relevant work experience; seven or more years of experience preferred.
• Strong professional integrity, a strong desire to take initiative, well organized, and able to work effectively in a demanding work environment;
• College degree; master’s degree preferred;
• To be a citizen of the Republic of Poland, or a citizen of the Republic of Kosova or a third country with legal residence in Poland;
• Strong knowledge of the English and Albanian language is required, knowledge of Polish and/or Serbian is preferred;
• Demonstrate proven and effective written and oral communication skills in English and Albanian; communication skills in Polish and/or Serbian are preferred;
• Ability to translate and interpret from English to Albanian and Albanian to English is strongly preferred;
• Knowledge of applications like Microsoft PowerPoint, Canva, or similar;
• Knowledge of social media, including facebook, instagram, and x.com;
• Proven ability to organize and maintain documentation and to determine appropriate solutions;
• Previous representative experience, on behalf of a company, organization, or campaign;
• Previous experience in a diplomatic or consular mission is preferred; and,
• Familiarity with providing diplomatic and consular services.
• Candidates who apply must submit the following documents:
• CV with three reference contacts from previous work experience; and 2) Cover letter.
• Note: Additional documentation will be requested from the finalists for the position, which will include: 3) copies of academic qualifications; 4) doctor’s certificate on good health (zaświadczenie o niekaralności) and 5) certificate demonstrating that you are not under investigation by the authories of the Republic of Poland.

What we offer

• Medicover insurance included for the employee