Administrative Assistant

Who We Are:
At Northland, we’re enablers of change, united by our journey to transform the energy sector into the foundation for a sustainable future.

Since our inception, we’ve been early movers in the energy industry, adopting new initiatives that pave the way for communities across the globe and helping forge their path towards a carbon-neutral landscape.

We’re a different kind of independent power producer. As developers, owners and operators who are at the forefront of the energy transition, we’re uniquely positioned to leave a lasting impact in the regions where we operate. We’ve expanded our business across Canada, the United States, Latin America, Europe and Asia to become a global leader, all by bringing together industry experts to find solutions with an entrepreneurial mindset. 

While our work powers communities across the globe, Northland is powered by our people.

We are seeking a confident and experienced Administrative Assistant to provide high-quality administrative support to senior leaders and international teams. This is an office-based role in Warsaw and will manage busy diaries, coordinate complex international travel and deliver a broad range of day-to-day administrative support across the International business.
The successful candidate will be highly organised, proactive and comfortable working independently with minimal supervision. They will use sound judgement, anticipate requirements and manage competing priorities in a fast-paced, international environment.

As an Administrative Assistant, you will provide reliable and proactive support that enables senior leaders and wider teams to operate efficiently. You will take ownership of core administrative activities, work as part of the global administration team, build effective relationships across international offices and ensure arrangements are managed accurately and professionally.

Key Responsibilities

• Provide confident, professional and proactive administrative support to senior leaders and the wider International team. 
• Manage complex and frequently changing diaries, including scheduling, prioritising and coordinating meetings across international time zones. 
• Arrange complex international travel through our travel provider, Navan, including flights, rail, accommodation and ground transportation, and prepare clear, detailed itineraries. 
• Coordinate visas and other travel documentation, ensuring requirements and deadlines are identified in advance. 
• Act as a key point of contact for internal and external stakeholders, handling enquiries professionally and using judgement to resolve or redirect matters. 
• Organise meetings, prepare agendas and materials, take minutes where required, track actions and follow up with owners. 
• Process expenses and Visa transactions for senior management accurately and within required timescales. 
• Raise and monitor purchase orders and invoices, liaising with Finance and suppliers to resolve queries. 
• Support onboarding and offboarding activities, including access, equipment, introductions and general team administration. 
• Coordinate internal events, workshops, leadership meetings and external conferences from planning through to delivery. 
• Maintain accurate records, shared folders, contact lists and administrative systems, identifying opportunities to improve processes. 
• Work as part of the global administration team, collaborating with administration colleagues across Europe, Asia and Toronto to provide consistent support, share best practice and provide cover across regions and time zones. 
• Handle confidential and sensitive information with discretion and sound judgement. 

What’s In It for You: 

Our employees are the driving force behind our achievements. We are unwavering in our commitment to not only recognise your contributions but also to empower you to excel in every aspect of your life. Here's a glimpse of why Northland is the place where you'll truly thrive: 

• Thoughtful benefits –A pension plan and health insurance are just a couple of the benefits you’ll have access to.

• Wellbeing first – Staying true to our taking care of ourselves and each other value, you will have access to our global Wellness Program. 

• Birthdays off – You will get your birthday off work so you can celebrate however you choose. This is a paid day off to do what is important to you! 

We hire talented and passionate people from different backgrounds. If you’re excited about a role but your past experience doesn’t align perfectly with this job description, we still encourage you to apply. Learn more about our diversity, inclusion and belonging commitments. 

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This document is a guide. The duties, responsibilities, and requirements of the jobs as described herein are not inclusive and are subject to change.

Northland Power is an equal opportunity employer and we are committed to creating a fair, inclusive and accessible environment. As part of our commitment we work to ensure our application process is accessible to all candidates. If you require special assistance or accommodation during the hiring process, please notify a member of the HR Department.

 

We use AI‑enabled tools to help identify applications that meet job‑related criteria. All applications are reviewed and decisions are made by people.