Executive Assistant

Zohorecruit; Polska; Hybrid; PLN 15,000 - 30,000; Part time

Job summary

HeyDelegate is seeking an proactive Executive Assistant to support senior leadership with day-to-day operations, calendar management, inbox handling and customer/community interactions.

The role starts as part-time (four hours daily, Mon–Fri) with potential to move to full-time as fit is established. You will coordinate across time zones, handle confidential information, and act as a professional liaison with customers and stakeholders.

Qualifications

• Experience supporting a founder or senior executive.
• Proven ability to manage a busy calendar with multiple priorities.
• Strong inbox management and written communication skills.
• Excellent organization and attention to detail.
• Ability to anticipate needs and take initiative.
• Professional communication with customers and stakeholders.
• Experience supporting customers or managing a community.
• Ability to handle confidential information.
• Comfortable in a fast-paced environment with changing priorities.
• Proficient with calendar, email and project-management tools.

Responsibilities

• Manage a busy executive calendar, schedule meetings and resolve conflicts.
• Coordinate internal and external meetings across stakeholders and time zones.
• Manage the executive’s inbox, prioritise messages and draft responses.
• Prepare meeting agendas and gather background information.
• Track commitments and action items to ensure follow-through.
• Provide timely customer support and escalate sensitive matters.
• Support community management by engaging members and addressing questions.
• Serve as a professional point of contact between executives, customers and stakeholders.
• Maintain confidentiality with discretion.
• Support additional administrative and operational projects as needed.

Skills

Calendar management

Inbox management

Written communication

Organization

Discretion / confidentiality

Customer / community support

Cross-time-zone coordination

Tools

Calendar apps

Email apps

Project management tools

Job description

We are seeking a proactive and detail-oriented Executive Assistants to support HeyDelegate’s clients in managing their day-to-day operations. As an Executive Assistant, you will act as the primary point of contact for the executive(s) you support, ensuring their schedules, communications, and administrative needs are handled efficiently.

The ideal candidate has previously supported a senior executive and is confident managing a demanding calendar, overseeing a busy inbox and communicating professionally with customers and community members. You should be proactive, highly organized and comfortable taking ownership without requiring constant direction.

Key Responsibilities:

• Manage a busy and frequently changing executive calendar, including scheduling meetings, resolving conflicts and protecting the executive’s time.
  
• Coordinate internal and external meetings across multiple stakeholders and time zones.
  
• Manage the executive’s inbox, prioritize messages, draft responses and ensure important items are followed up on promptly.
  
• Prepare the executive for meetings by organizing agendas, background information and any required documents.
  
• Track commitments, decisions and action items to ensure nothing falls through the cracks.
  
• Provide professional and timely customer support, responding to inquiries and escalating sensitive matters where necessary.
  
• Support community management by responding to members, sharing updates, monitoring engagement and ensuring questions are addressed.
  
• Act as a professional point of contact between the executive, customers, community members and other stakeholders.
  
• Maintain confidential information with the highest level of discretion.
  
• Support additional administrative and operational projects as required.
  

Requirements

• Previous experience working directly with a founder, CEO or senior executive is required.
  
• Demonstrated experience managing a busy executive calendar with multiple priorities and frequent changes.
  
• Strong inbox management and written communication skills.
  
• Excellent organizational skills and attention to detail.
  
• Strong judgment and the ability to identify what requires the executive’s attention.
  
• Ability to anticipate needs, take initiative and follow through without close supervision.
  
• Professional and confident communication with customers and senior stakeholders.
  
• Experience supporting customers or managing an online or professional community.
  
• Ability to handle confidential and sensitive information appropriately.
  
• Comfortable working in a fast-paced environment where priorities may change quickly.
  
• Proficiency with common calendar, email, communication and project-management tools.
  

Nice to have

• Previous experience supporting executives based in the United States.
  
• Experience coordinating across multiple time zones.
  
• Experience working remotely with an international team.
  

This position will begin as a part-time role working four hours per day, Monday to Friday, with the opportunity to transition to full-time once we have established that it is a good mutual fit.

The working hours will fall between 8:00 a.m. and 5:00 p.m. PST. Part-time compensation is KES 45,000 net per month, and full-time compensation will be KES 90,000 net per month.