Executive Assistant

Flying Bisons; Warszawa; Hybrid; PLN 120,000 - 180,000; Full time

Job summary

A fast-growing digital agency in Warsaw is seeking an Executive Assistant to support the Founder and Chief of Staff. This role balances traditional executive support with change management tasks, making it crucial for turning strategic ideas into actionable processes. Candidates should have fluency in Polish and English, 3+ years of relevant experience, and be adaptable in a dynamic environment. Offering a B2B contract with a salary range of 8000 - 13000 PLN net + VAT, this position allows for flexible working arrangements.

Benefits

B2B contract

8000 - 13000 PLN net + VAT

Flexible work mode

Private healthcare

Co-financed Multisport card

Modern office in WeWork

Apple equipment

Regular team meetups

Qualifications

• Fluency in Polish and English is mandatory.
• At least 3 years of experience in a similar role supporting senior leadership.
• Strong adaptability to shifting priorities.
• Understanding of change management fundamentals.
• Excellent organizational and written communication skills.

Responsibilities

• Manage the Founder’s calendar and priorities effectively.
• Handle day-to-day executive tasks: travel, logistics, correspondence.
• Capture decisions in meetings and document projects.
• Maintain and update internal documentation.
• Support change management efforts and track progress.

Skills

Polish and English fluency

3+ years as Executive Assistant

Change management basics

Exceptional organisational skills

Excellent written communication skills

Proactive and solution-oriented mindset

Discipline and discretion

Ability to build strong relationships

Familiarity with Google Workspace, Slack

Comfort in a fast-paced environment

Tools

Google Workspace

Asana/Jira

Notion/Confluence

Job description

Overview

We’re looking for a highly organised, proactive and detail-oriented Executive Assistant to work directly with our Founder, reporting to the Chief of Staff. This role goes beyond traditional executive support – you’ll be a trusted partner in turning strategic ideas into clear, documented processes, helping to embed change across the organisation. You’ll balance classic EA responsibilities with hands-on change management tasks, ensuring that what starts as vision becomes day-to-day reality. If you’re quick on the uptake, thrive in dynamic environments, and can transform conversations into structured actions – this role is for you.

What you’ll do

• Manage the Founder’s calendar and priorities, ensuring efficient use of time and smooth scheduling
• Handle day-to-day executive assistant tasks: travel bookings, logistics, correspondence, meeting preparation
• Shadow the Founder in key meetings, capturing decisions and turning them into clear documentation, project plans, and follow-ups
• Maintain and continuously update internal documentation related to new initiatives, processes, and policies
• Coordinate with the Chief of Staff and Ops Director to plan, track, and report on organisational changes
• Support change management efforts: prepare communication plans, draft updates, ensure stakeholders are informed, and track adoption of new processes
• Facilitate workshops, check-ins, and follow-up sessions related to process rollouts and transformations
• Monitor progress of change initiatives, flag risks, and support mitigation actions
• Act as a point of contact between Founder, Chief of Staff, Operations Director and relevant stakeholders to ensure clarity and alignment
• Be available for occasional international travel (mainly to KSA) to support Founder during key meetings or organisational initiatives
• Proactively anticipate what’s needed to move ideas from concept to execution, with minimal hand-holding

What you’ll need

• Polish and English fluency (spoken and written) – must-have
• At least 3+ years of experience as an Executive Assistant, Chief of Staff Associate, Project Coordinator, or in a role supporting senior leadership
• High flexibility and adaptability – comfortable with shifting priorities, time zones, and ad-hoc requests
• Strong understanding of change management basics (communication, stakeholder alignment, documentation, monitoring adoption)
• Exceptional organisational skills – able to manage multiple threads while keeping high attention to detail
• Excellent written communication skills – able to translate strategic conversations into clear, structured outputs
• Proactive and solution-oriented mindset – you don’t wait to be told twice, you anticipate needs
• High level of discipline, discretion, and reliability – trusted with sensitive and confidential information
• Ability to build strong working relationships with executives and cross-functional teams
• Familiarity with tools like Google Workspace, Slack, Notion/Confluence, Asana/Jira or similar project tracking platforms
• Comfort working in a fast-paced, international environment with shifting priorities

What’s in it for you?

• A central role in scaling and professionalising the operations of a fast-growing digital agency
• Close collaboration with the Founder and Chief of Staff – exposure to strategic decision-making at the highest level
• Opportunity to shape how change is introduced and managed across the organisation
• Remote-first setup with flexibility, combined with opportunities to connect in Warsaw when needed
• A supportive, international team that values clarity, accountability, and results

Sound like your kind of setup? Apply now and help us turn vision into reality – with structure, clarity and impact 🧡

What We Offer

• 🤝 B2B contract
• 💰 8000 - 13 000 PLN net + VAT
• 🌍 Flexible work mode (remote, office, or hybrid)
• 🍀 Private healthcare (Enel-Med)
• ⚽ Co-financed Multisport card
• 🏢 Modern office (WeWork Mennica Legacy Tower)
• 👨💻 Apple equipment
• 🎉 Regular team meetups and events