Administrative Assistant

KALE Recruitment; Województwo wielkopolskie; On-site; PLN 70,000 - 90,000; Full time

Job summary

KALE Recruitment seeks an organised Administrative Assistant to support the Poznań office's day-to-day operations. This role blends office and facilities management with travel coordination and executive support to the Managing Director, Poland, and the local team.

The ideal candidate will be reliable, detail-oriented and capable of juggling multiple priorities in a dynamic environment. They should take initiative and maintain a professional, welcoming workplace.

Qualifications

• Fluent Polish and good written/spoken English.
• Experience with calendar management, meeting coordination and travel arrangements.
• Experience with invoice processing and expense documentation.
• Experience in office management or facilities coordination is a plus.

Responsibilities

• Oversee Poznań office operations, ensuring a smooth and welcoming environment.
• Coordinate office maintenance, supplies, equipment and relationships with vendors.
• Manage office access, visitor arrangements and meetings.
• Organise domestic and international business travel, including bookings.
• Provide day-to-day administrative support to the Managing Director, Poland.

Skills

Polish language fluency

English communication

Organisational skills

Time management

Tools

Microsoft Office

Outlook

Excel

Job description

We are looking for an organised, proactive and service-oriented Administrative Assistant to support the smooth day-to-day operations of our office in Poznań. This role combines office and facilities management, business travel coordination and administrative support to the Managing Director, Poland, and the wider local team.

The ideal candidate is reliable, detail-oriented and comfortable managing multiple priorities in a dynamic business environment. They will take initiative, anticipate business needs and ensure that the office remains an efficient, professional and welcoming workplace.

Key Responsibilities

Office & Facilities Management

• Oversee the day-to-day operations of the Poznań office, ensuring a smooth and efficient working environment.
• Coordinate office maintenance, repairs, supplies, equipment, furniture and relationships with external service providers.
• Maintain regular contact with the landlord, building management, suppliers and other business partners.
• Manage office access, keys, access badges, visitors and workplace-related arrangements.
• Ensure the office is well organised, tidy and welcoming, and coordinate meetings, office events and team activities.

Business Travel Coordination

• Organise domestic and international business travel, including flights, train tickets, accommodation and local transportation.
• Support employees with travel changes, cancellations and other travel-related requests.
• Ensure travel arrangements comply with company policies and maintain accurate booking records and documentation.
• Coordinate travel arrangements for colleagues and visitors from other offices.

Administrative Support to the Managing Director

• Provide day-to-day administrative support to the Managing Director, Poland, including calendar management, meeting scheduling and appointment coordination.
• Organise internal and external meetings, ensuring meeting rooms, materials and refreshments are prepared.
• Prepare and format documents, presentations, correspondence and other administrative materials.
• Support expense claims, invoice processing, local projects and ad hoc requests.
• Handle confidential information with discretion and professionalism.

General Administration

• Act as the main point of contact for employees regarding office operations, travel and general administrative matters.
• Coordinate invoice-related activities in cooperation with the Finance team and other departments.
• Maintain accurate, well-organised and up-to-date administrative records.
• Support employee onboarding by coordinating office arrangements, equipment and access permissions.
• Welcome visitors and provide administrative support to the wider team as required.

Requirements

• Fluent Polish and a good command of written and spoken English.
• Proficiency in Microsoft Office, particularly Outlook, Word and Excel.
• Experience in calendar management, meeting coordination and business travel arrangements.
• Familiarity with invoice processing, expense documentation and administrative record-keeping.
• Experience in office management, facilities coordination and supplier management will be an advantage.
• Excellent organisational skills, attention to detail and a strong sense of responsibility.
• Ability to manage competing priorities, work independently and take initiative.
• A proactive, flexible and solution-oriented approach to everyday challenges.
• Strong communication and interpersonal skills, with a professional and approachable manner.
• Discretion, integrity and the ability to handle confidential information appropriately.