Administrative Assistant

Foap; Warszawa; On-site; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Private medical care

Sports card

Professional growth opportunities

Flexible working arrangements

Modern office in Warsaw

Job summary

Foap is a dynamic Creative Agency & Platform, seeking an Administrative Assistant to ensure smooth office operations and provide comprehensive administrative support to the team in Warsaw.

The role covers document flow, vendor liaison, IT coordination, expense processing, and onboarding for new hires. You will work on-site at our Warsaw office and collaborate across teams in a growing international company.

Qualifications

• Previous experience in an administrative, office management, or operations support role.
• Strong organizational and multitasking skills with attention to detail.
• Ability to manage and prioritize multiple tasks and deadlines effectively.
• Proficiency in MS Office / Google Workspace (Docs, Sheets, Calendar, Drive).
• Excellent written and verbal communication skills in English and Polish (min. C1 level).
• Strong interpersonal skills and ability to collaborate across teams and with external partners.
• Proactive problem-solving mindset and willingness to take ownership of tasks.
• Availability to work on-site from our Warsaw office.

Responsibilities

• Administrative and Organizational Support: Managing the flow of documents, liaising with external service providers, overseeing office supplies, organizing and coordinating meetings and internal events.
• Operational and IT Support: Cooperating with IT service provider; assisting with hardware setup, onboarding new employees, maintaining hardware inventory, ordering equipment.
• Invoices and Expense Management: Registering and verifying invoices, supporting cost settlement processes, managing the team and company mailbox.
• Business Travel and Onboarding: Organizing travel expenses and supporting onboarding for new employees.

Skills

Organizational skills

Multitasking

Attention to detail

English proficiency

Polish proficiency

Interpersonal skills

Proactive problem-solving

Ownership mentality

Tools

MS Office

Google Workspace

Job description

Foap is a trailblazing Creative Agency & Platform that connects over 4.5 million creators across 194 countries with global brands. As a trusted business partner of Facebook, Instagram, TikTok, and more, we work with Fortune 500 companies and regional challengers alike. At Foap, creativity is our heartbeat, and innovation is our mantra.

Why Join Foap?

At Foap, every team member is empowered as an entrepreneur, taking on meaningful responsibilities and contributing to groundbreaking ideas. We embrace a culture that challenges the status quo, encourages collaboration, and celebrates creativity.

Your role at Foap:

The Administrative Assistant will be responsible for ensuring the smooth day-to-day operation of the office and providing administrative support to the team.

What You Will Be Responsible For:

Administrative and Organizational Support:

• Managing the flow of documents (distribution, archiving, sending and receiving mail and packages),
• Liaising with external service providers (building maintenance, courier services, cleaning company, accounting office, leasing companies, IT support),
• Overseeing office supplies
• Organizing and coordinating company meetings and internal events.

Operational and IT Support:

• Cooperation with the IT service provider: assisting with hardware setup, onboarding new employees, maintaining hardware inventory, ordering new equipment according to business needs

Invoices and Expense Management:

• Registering and verifying invoices for accuracy and compliance with internal procedures,
• Supporting the monthly cost settlement process (collecting invoices, completing settlement files),
• Managing the team and company mailbox in relation to administrative and financial documentation.

Business Travel and Onboarding:

• Organizing and reconciling business travel expenses in accordance with company policies,
• Supporting the onboarding process for new employees – preparing workstations, coordinating equipment and access setup.

Requirements:

• Previous experience in an administrative, office management, or operations support role,
• Strong organizational and multitasking skills with attention to detail.
• Ability to manage and prioritize multiple tasks and deadlines effectively.
• Proficiency in MS Office / Google Workspace (Docs, Sheets, Calendar, Drive).
• Excellent written and verbal communication skills in English and Polish (min. C1 level)
• Strong interpersonal skills and ability to collaborate across teams and with external partners.
• Proactive problem-solving mindset and willingness to take ownership of tasks.
• Availability to work on-site from our Warsaw office

What We Offer:

• A dynamic and collaborative work environment in a growing international company.
• Private medical care and sports card.
• Opportunities for professional growth and skill development.
• A collaborative, supportive workplace culture that values innovation and creativity.
• Modern office located in the heart of Warsaw with flexible working arrangements.

Why Join Us?

• Innovative Environment: Work with cutting-edge technologies and creative strategies in the rapidly evolving world of video first communication.
• Global Impact: Partner with top brands and influence marketing campaigns on a global scale.
• Career Growth: Opportunities for professional development and career advancement.
• Dynamic Team: Join a passionate and collaborative team that values creativity, innovation, and excellence.

Foap's Commitment:

We are dedicated to diversity and inclusion, providing an equal opportunity environment free from discrimination.