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

Job Description

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.

Qualifications

• 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. 

Additional Information

Our Benefits

• Flexible working environment
• Volunteer time off
• LinkedIn Learning
• Employee-Assistance-Program (EAP)

NIQ may utilize artificial intelligence (AI) tools at various stages of the recruitment process, including résumé screening, candidate assessments, interview scheduling, job matching, communication support, and certain administrative tasks that help streamline workflows. These tools are intended to improve efficiency and support fair and consistent evaluation based on job-related criteria. All use of AI is governed by NIQ’s principles of fairness, transparency, human oversight, and inclusion. Final hiring decisions are made exclusively by humans. NIQ regularly reviews its AI tools to help mitigate bias and ensure compliance with applicable laws and regulations. If you have questions, require accommodations, or wish to request human review were permitted by law, please contact your local HR representative. For more information, please visit NIQ’s AI Safety Policies and Guiding Principles: https://nielseniq.com/global/en/info/niqs-ai-safety-policies/

About NIQ

NIQ is the world’s leading consumer intelligence company, delivering the most complete understanding of consumer buying behavior and revealing new pathways to growth. In 2023, NIQ combined with GfK, bringing together the two industry leaders with unparalleled global reach. With a holistic retail read and the most comprehensive consumer insights—delivered with advanced analytics through state-of-the-art platforms—NIQ delivers the Full View™. NIQ is an Advent International portfolio company with operations in 100+ markets, covering more than 90% of the world’s population.

For more information, visit NIQ.com

Want to keep up with our latest updates?

Follow us on: LinkedIn | Instagram | Twitter | Facebook

Our commitment to Diversity, Equity, and Inclusion

At NIQ, we are steadfast in our commitment to fostering an inclusive workplace that mirrors the rich diversity of the communities and markets we serve. We believe that embracing a wide range of perspectives drives innovation and excellence.  All employment decisions at NIQ are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable laws. We invite individuals who share our dedication to inclusivity and equity to join us in making a meaningful impact. To learn more about our ongoing efforts in diversity and inclusion, please visit the https://nielseniq.com/global/en/news-center/diversity-inclusion