Office & Management Assistant

A Day in Your Life at MKS:

As our future Office & Management Assistant at MKS Instruments, based in Poznan, you will play a key role in ensuring the smooth operation of our Business Support Center. Reporting directly to our Head of Business Support Center, you will contribute to fostering a productive and positive office culture while handling a variety of administrative and organizational tasks.

You will make an impact by:

• Managing reception duties and welcoming visitors to create a professional and friendly first impression.
• Handling daily administrative office tasks, including filing, setting up for meetings, managing office supplies, and coordinating correspondence and couriers.
• Organizing team events and contributing to team-building activities to enhance collaboration.
• Coordinating travel arrangements, such as visa applications, booking flights, hotels, and transportation, adhering to travel policies.
• Anticipating the needs of colleagues and proactively addressing issues to ensure seamless operations.
• Maintaining the office environment by managing cleaning services, office supplies, and facility needs.
• Collaborating with leaders and managers to accommodate team requirements and optimize office productivity.
• Ensuring emergency preparedness and maintaining protocols for a safe workplace.
• Handling time management, vacation, and holiday administration in alignment with company policies.

This position requires daily on-site presence from 9:00 AM to 12:00 PM to ensure the office operates smoothly during peak hours.

Your profile:

• Proven experience in a similar administrative role.
• Proficiency in MS Office, especially MS Excel and Outlook.
• Excellent communication skills, both written and verbal, in Polish & English.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• A proactive, customer-focused attitude with the ability to anticipate needs and provide solutions.
• A collaborative approach and ability to work with diverse teams.
• Attention to detail and discretion in handling sensitive and confidential information.
• Flexibility to adapt to changing priorities in a dynamic environment.

What we offer: 

• Ongoing opportunities for career development and continuous learning 
• A collaborative and innovative work environment that fosters growth and improvement

We can’t wait to meet you!

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Globally, our policy is to recruit individuals from wide and diverse backgrounds. However, certain positions require access to controlled goods and technologies subject to the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR). Applicants for these positions may need to be “U.S. persons.” “U.S. persons” are generally defined as U.S. citizens, noncitizen nationals, lawful permanent residents (or, green card holders), individuals granted asylum, and individuals admitted as refugees.

MKS Instruments, Inc. and its affiliates and subsidiaries (“MKS”) is an affirmative action and equal opportunity employer: diverse candidates are encouraged to apply. We win as a team and are committed to recruiting and hiring qualified applicants regardless of race, color, national origin, sex (including pregnancy and pregnancy-related conditions), religion, age, ancestry, physical or mental disability or handicap, marital status, membership in the uniformed services, veteran status, sexual orientation, gender identity or expression, genetic information, or any other category protected by applicable law. Hiring decisions are based on merit, qualifications and business needs. We conduct background checks and drug screens, in accordance with applicable law and company policies.  MKS is generally only hiring candidates who reside in states where we are registered to do business.

MKS is committed to working with and providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation during the application or interview process due to a disability, please contact us at: [email protected] .

If applying for a specific job, please include the requisition number (ex: RXXXX), the title and location of the role