Business Support Specialist (part-time 30h/week)

RESPONSIBILITIES: 1.  Organisation of Regional Meetings (approx. 5 a year, 25-35 ppl) Making a group hotel reservations . Also issuing invitation letters for visas and assisting guests with extensions or cancellations of their stays. Booking Conference Rooms:  either in the office, or, for large groups, external conference rooms, negotiating prices for conference rooms and catering. Refreshments, lunches, dinners: Arranging refreshments and lunches for the meetings, making reservations for group dinners. Invoicing:  Managing the entire invoicing process in SAP Ariba, including generating purchase orders (POs), obtaining approvals, checking incoming invoices for correctness, and loading invoices into Ariba for all of the above.   2.  Fleet Management: Invoice Management:  Checking invoices for correctness and adding them into Ariba, with monthly changes verified with suppliers. For example, fuel invoice includes 20 lines. Reporting:  Providing finance reports and documents, including fines to payroll. Vehicle Coordination:  Managing a fleet of 22 cars, including 3 pool cars. Responsibilities include ordering new cars, coordinating between Arval, drivers, and car dealers, and managing the return process, including DEKRA checks and necessary repairs. Maintenance:  Driving cars for regular maintenance (once a year) and repairs (approximately once a year per car or less), arranging replacement cars, maintaining pool cars (fuel, AdBlue, tire changes, regular maintenance), and managing parking spots in the garage. Checking of the millage on each car  (ensuring the millage does not extend the contracted lengths) 3.  Concur Support: Travel and Expense Reports:  Supporting Karel Tyra, Lubomir Mechura, and Petr Kriklan with Concur travel and expense reports, buying flights, hotels, arranging visas. Assisting new employees with travel and expense reports.   4.  Event Management: Nielsen Football Cup in September:  Organizing the event from mid-July to the first week of September for approximately 800 participants. Responsibilities include coordinating with suppliers and clients for donations, arranging space for deliveries that are very large, and managing support services such as cleaning of the stadium, tents, stands, tables, chairs, electricity, refrigerators  and activities for children. Townhalls and Meetings:  Organizing townhalls, regular team meetings, and meetings with students, including booking conference rooms (external for some events) and arranging refreshments. Managing the SAP Ariba process for payment. Client and Staff Events:  Managing client events (e.g., gala dinners for 60 people) and staff events (e.g., teambuildings, workshops, end-of-year parties, summer gatherings), including the SAP Ariba payment process. 5.  Retail Summit in March: Event Coordination:  Arranging and preparing the promo stand with monitors and promotional material, communicating with organizers, managing invoicing, and supporting the NIQ team with promotional activities (quizzes and prizes). 6. Marketing materials: Ordering marketing and promo materials for the above events with an external agency. Processing payments. Fluent English (at least B2) and native Czech. High school education Proven experience as a Business Support Specialist, Executive Assistant or similar role. Strong organizational and planning skills. Excellent problem-solving abilities. Proficiency in MS Office Exceptional communication and interpersonal skills. Ability to handle sensitive and confidential information with the utmost discretion and integrity.