Team Assistant

Job Title: Team Assistant II

Location: Poland (Remote)

Duration: 12 months with possible extension

Experience: 1-2 years

We are looking for a Team assistant to perform administrative tasks to support the Knowledge Management Center of Excellence. The role centers on scheduling meetings, managing calendars and communications, coordinating logistics, and keeping team resources organized. Most work will be completed in Outlook (scheduling, responding to queries), Excel and OneNote (tracking and organizing tasks), and SharePoint (team resources), with training provided for content management systems as needed. This position can be performed 100% remotely.

Key tasks include:

• Managing team calendars and mailbox; drafting emails; coordinating logistics for in-person and virtual team meetings
• Assisting in organizing internal team resources on SharePoint
• Maintaining a tracker of all work completed
• Supporting team members in inputting and sorting data in Excel trackers
• Supporting onboarding of new team members by distributing necessary resources and ensuring access to platforms and meetings
• Helping coordinate logistics for the firm’s annual awards process
• Participating in special projects as they arise (e.g., helping a practice to create multiple separate documents from one long one, removing outdated text from a series of documents, updating abstracts, quality checking data, etc.)
• Supporting knowledge management activities under guidance using content management systems, such as:

1. Quality tagging practice documents and experts
2. Extending document expiration dates
3. Archiving documents
4. Removing outdated documents from the accessible library
5. Submitting updated documents

• Working on aspects of search optimization/readiness for GenAI platforms

Skills required for success in this role:

• Excellent attention to detail
• Ability to focus for long periods of time while also multi-tasking effectively
• Familiarity with Microsoft Outlook and Excel (basic skills required)
• Aptitude to learn new programs and processes quickly
• Strong communication skills, both written and verbal
• Willingness to take on special projects and investigate new ideas on behalf of the team
• Curiosity about content curation and generative artificial intelligence

Education

Some college or administrative school required; university degree preferred