Board Executive Assistant & Meetings Coordinator

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

Benefits offered by this job

Office in Warsaw

International environment

Job summary

Adlook in Warsaw is seeking a capable Administrative Assistant to support three Board Members with daily operations, document workflows, and meeting preparation.

You will organize meetings and business trips, process travel expenses, handle invoices, prepare presentations and spreadsheets, and manage confidential information with discretion in a fast-paced, international environment. Fluency in English and Polish and on-site work in Warsaw are required.

Qualifications

• 4–5 years in administration, preferably board-level or executive support.
• Ability to handle confidential information with discretion.
• Reliable, organized, able to manage multiple projects and meet deadlines.
• Attention to detail and accuracy.
• Fluency in Google Suite is required.
• Fluent English and Polish.
• Willingness to work on-site in Warsaw.
• Strong communication and interpersonal skills.

Responsibilities

• Providing administrative and operational support to 3 Board Members
• Coordinating documentation workflow, including signatures, scanning, organizing and archiving documents
• Preparing and distributing materials for Board meetings, keeping track of related action items and follow-ups
• Organizing meetings and business trips
• Submitting travel expenses in the dedicated platform
• Coordinating administrative invoices
• Preparing presentations, documents and spreadsheets as requested
• Other ad hoc tasks related to administration

Skills

Board support

Discretion & judgment

Multitasking

Attention to detail

Communication skills

English Polish fluency

Tools

Google Suite

Job description

Adlook in Warsaw is seeking a capable Administrative Assistant to support three Board Members with daily operations, document workflows, and meeting preparation.

You will organize meetings and business trips, process travel expenses, handle invoices, prepare presentations and spreadsheets, and manage confidential information with discretion in a fast-paced, international environment. Fluency in English and Polish and on-site work in Warsaw are required.