Back office assistant

Are you an organized and detail-oriented professional who enjoys keeping things running smoothly behind the scenes? Join Fresenius Medical Care , a global leader in kidney care, and become a key support partner to our executive management team.

As a Back Office Assistant, you will play an important role in coordinating administrative processes, managing documentation, supporting business operations, and ensuring effective communication across the organization. From executive support and travel arrangements to contract administration and collaboration with our dialysis clinics, you will help drive efficiency and maintain high standards of operational excellence.

This position is ideal for someone who thrives in a dynamic environment, enjoys working with a variety of tasks, and takes pride in accuracy, reliability, and professionalism. Fluency in Czech and English, strong organizational skills, and a proactive approach are essential for success in this role.

Key Responsibilities

Executive Management Support

- Prepare documents in accordance with internal procedures and required deadlines.
- Prepare reports, summaries, and administrative documentation.
- Manage executive calendars, meetings, and telephone communication.
- Coordinate internal training sessions.
- Prepare business correspondence, presentations, and management materials.

Coordination and Logistics

- Coordinate meetings, internal bookings, and office administration activities.
- Arrange business travel, including hotel, flight, and transportation reservations.
- Process business travel expense claims and other expenses of the Managing Director.
- Provide administrative support to dialysis clinics.

Document and Correspondence Management

- Oversee electronic and paper-based document workflows.
- Maintain documentation records, archiving, and distribution.
- Manage incoming and outgoing correspondence for Executive Management.

Contract and Power of Attorney Administration

- Maintain registers of contracts and amendments.
- Support contract execution processes.
- Coordinate the submission of contracts to the Legal Department.
- Maintain registers of powers of attorney and external inspections/audits.

Financial and Administrative Administration

- Perform substantive review and verification of invoices.
- Cooperate with the Shared Service Center (SSC) in processing accounting documentation.
- Approve General Management and Medical Office expenses in internal systems .
- Coordinate and approve leave requests within the department.

Operational and Strategic Support

- Support the registration process for changes related to new dialysis clinics.
- Coordinate the archiving of medical documentation.
- Prepare analyses, translations, presentations, and reports as requested by Executive Management.
- Perform additional tasks assigned by the Managing Director.

Holiday dialysis

- Receipt of the patient's request
- Selection of the target facility and forwarding of the request to medical staff
- Securing the patient's medical records
- Administrative and financial arrangements

Requirements:

- Secondary education or a university degree in economics, administration, or a related field.
- Previous experience in administration or an administrative role.
- Onsite presence at the office is required.
- Understanding of administrative and back-office-related documentation.
- High level of accuracy and attention to detail when working with data and documents.
- Strong organizational skills and attention to detail.
- Good communication skills.
- Ability to manage priorities and meet deadlines.
- Discretion and responsible handling of confidential information.
- Basic knowledge of administrative processes.
- Proficiency in Microsoft Office Suite: Excel
- Languages: Fluent in Czech and English