Administration Specialist & Executive Assistant

KOIA; Województwo pomorskie; On-site; PLN 67,000 - 100,000; Full time

Benefits offered by this job

Fully remote work

Direct cooperation with KOIA’s Mgmt. B

Independent ownership and impact

Exposure to contracts, finance and ops

Job summary

KOIA is seeking an Administration Specialist & Executive Assistant to own key admin processes and provide day-to-day support to the Management Board. This hands-on role covers contract administration, invoicing and contractor operations, while collaborating with lawyers, accountants and external advisors.

You’ll work remotely with international clients, maintain documents, prepare presentations, and help budget and operational tasks.

Qualifications

• Experience in contract administration and understanding B2B regulations.
• Higher education in law, finance/accounting, engineering or related field.
• Strong organisational skills and attention to detail.
• Ability to manage multiple priorities and stakeholders.

Responsibilities

• Manage contracts and amendments with clients and B2B contractors.
• Coordinate contract matters with external legal and accounting advisors.
• Support invoicing and accounting processes, including issuing invoices and scheduling payments.
• Handle contractor administration, including documentation, benefits, and trips.
• Provide day-to-day administrative support to the Management Board.
• Coordinate meetings, business travel, and stakeholder communications.
• Prepare presentations, reports, and business documents.
• Follow up on decisions, actions and deadlines.
• Maintain company documentation and handle confidential information.
• Support budgeting and day-to-day operations.

Skills

Contract administration

Google Workspace

Confluence

Toggl

English proficiency

Organisational skills

Independent worker

Education

Higher education in law, finance/accounting, or engineering

Tools

Google Workspace

Confluence

Toggl

Job description

We’re looking for an Administration Specialist & Executive Assistant to own key administrative processes at KOIA and provide day-to-day support to our Management Board.

This is a hands‑on role that combines contract administration, invoicing and accounting support, contractor operations, and executive support. You’ll work closely with our Management Board, contractors, clients and external advisors.

We’re looking for someone highly organised, reliable, and comfortable working independently in a dynamic environment.

What You’ll Do

• Manage contracts and agreements with clients and B2B contractors, including amendments, terminations, signatures and documentation.
• Coordinate contract‑related matters with external legal and accounting advisors.
• Support invoicing and accounting processes, including issuing invoices, preparing documentation, scheduling payments and reviewing time reports used for client invoicing.
• Handle contractor administration, including documentation, benefits, equipment, business trips and access coordination.
• Provide day‑to‑day administrative and organisational support to the Management Board.
• Coordinate meetings, business travel, client visits and communication with relevant stakeholders.
• Prepare presentations, reports, summaries and other business documents.
• Follow up on decisions, actions and deadlines.
• Maintain company documentation and handle confidential information with discretion.
• Support company budgeting and other day‑to‑day operational matters.

What We’re Looking For

• Experience in contract administration and the ability to read and understand contracts and regulations relevant to B2B cooperation.
• Higher education, preferably in law, finance/accounting, engineering or a related field.
• Strong organisational skills, independence and attention to detail.
• Ability to manage multiple priorities, stakeholders and deadlines.
• High level of discretion when handling confidential information.
• Very good spoken and written English.
• Good knowledge of Google Workspace and Confluence.
• Familiarity with Toggl or readiness to learn it quickly.

Nice to have

• Experience supporting a CEO, Management Board or senior executives.
• Experience in a technology or software company.
• Norwegian language skills.
• Knowledge of sales processes or social media marketing.

What We Offer

• Employment contract, PLN 6,000–9,000 net
• Fully remote work
• Direct cooperation with KOIA’s Management Board.
• A high level of independence and ownership.
• Exposure to different areas of the business, including contracts, finance and operations.
• An opportunity to improve and structure internal processes.
• Cooperation with an experienced team working with international clients.

About KOIA

KOIA is a software development company working with Scandinavian partners to build technology that solves real business problems.

Our experience includes fintech and financial‑services projects involving complex integrations, regulatory requirements, legacy technology and products that needed to scale.

Our teams are small, experienced and collaborative. We value quality, pragmatism, ownership and open discussion. We continuously improve how we work, including using AI and modern tools where they help us move faster without compromising quality.

Hiring process

We want the process to be clear, focused and useful for both sides.

• Clarifying questions
  After your application, we’ll ask a few short questions about your relevant experience and expectations.
• Interview with our CEO via Google Meet, approx. 30 minutes
  A conversation about your experience, approach to ownership and organisation, and how you manage priorities and responsibilities. You’ll also learn more about KOIA and the expectations for the role.
• Video call with HR, approx. 30 minutes
  We’ll discuss your motivation, expectations and preferred ways of working. You’ll also learn more about the structure of the role, our way of working and the practical aspects of joining KOIA.
• Offer
  If there’s a strong match on both sides, we’ll make you an offer and discuss the next steps.

If you enjoy bringing structure to operations, taking ownership of important matters and working closely with decision‑makers, we’d like to hear from you.