Executive Assistant

Bain & Company; Warszawa; On-site; PLN 110,000 - 170,000; Full time

Job summary

Bain & Company in Warsaw seeks an Executive Assistant Float to support multiple Partners across the EMEA region. You will manage calendars, coordinate travel, and handle confidential information with discretion.

You will prepare presentations, assist with meetings and events, and help maintain seamless operations across offices, time zones and priorities in a highly collaborative environment. The role also requires initiative, strong communication, and comfort with flexible assignments and

Qualifications

• Proven experience in executive/personal assistance for senior stakeholders.
• 2–5 years in fast-paced corporate environments.
• Fluent English (written and spoken).
• Excellent MS Office proficiency (Outlook, Word; Excel/PowerPoint).

Responsibilities

• Manage multiple complex calendars and travel across time zones.
• Coordinate meetings, events, and communications.
• Prepare presentations and documents for leadership.
• Handle confidential information with discretion.
• Support multiple offices and regions across EMEA.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Job description

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work, a champion of diversity and a model of social responsibility. We are currently #1 ranked consulting firm on Glassdoor’s Best Places to Work list and have maintained a spot in the top four on Glassdoor’s list since its founding in 2009. Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

WHO YOU’LL WORK WITH

This position is based in our GBS Warsaw, Poland office. You’ll be part of Bain’s Global Assistant Program, supporting Partners and senior stakeholders across our EMEA region. You’ll work closely with Executive Assistants, Manager Assistants, fellow Float team members and Team Managers to provide seamless support across teams and offices.

As part of the wider EMEA Float team, you’ll step into different assignments to provide flexible back-up and cover during absences, transitions and periods of high demand. You’ll quickly build relationships with new stakeholders and adapt to different working styles, priorities and time zones.

This is a highly collaborative role for someone who enjoys variety, takes ownership and communicates proactively while handling sensitive information with discretion and care.

WHERE YOU’LL FIT WITHIN THE TEAM

As an Executive Assistant Float, you’ll provide comprehensive administrative and organizational support to multiple Bain Partners and senior stakeholders.

Your primary focus will be ensuring continuity of support as you move between assignments. You’ll anticipate needs, solve problems independently and make sure stakeholders remain informed and supported throughout each transition.

Success in this role requires sound judgement, flexibility and the ability to establish trusted working relationships quickly—even when working across offices, countries and time zones.

WHAT YOU’LL DO

• Manage multiple complex and changing calendars, anticipating conflicts, risks and priorities and making adjustments when needed.
• Coordinate sophisticated travel arrangements across multiple locations and time zones, including visas, travel documentation and detailed itineraries.
• Manage incoming communications across email, phone, Microsoft Teams and other channels, prioritising requests, drafting responses and flagging urgent actions.
• Build strong relationships with internal and external stakeholders across EMEA while handling confidential and sensitive information professionally.
• Adapt quickly to the priorities and working styles of different stakeholders as you transition between assignments.
• Prepare clear and timely handovers and hand-backs covering priorities, decisions, deadlines, risks, outstanding actions and relevant stakeholder context.
• Communicate proactively throughout assignments, clarifying expectations, providing progress updates and escalating issues appropriately.
• Work independently to research information, identify solutions and connect with the right people across Bain to resolve issues efficiently.
• Prepare and amend PowerPoint presentations and support the creation of Excel and Word documents, ensuring materials are clear, accurate and appropriate for the audience.
• Provide regular diary overviews and prioritized action lists and proactively identify ways to make the best use of Partners’ time.
• Coordinate meetings, conferences and events, including associated logistics, when required.
• Manage expenses, timesheets and mileage reporting in line with agreed processes and Bain policies.
• Contribute to the wider assistant community by sharing best practices, supporting onboarding and training, and participating in team and office initiatives.
• Support leaders with internal, non-consulting responsibilities and assignments.
• Identify opportunities to simplify processes and improve administrative ways of working.
• Explore responsible uses of AI and emerging technology to improve productivity, communication, scheduling and quality of support, while carefully reviewing outputs and following Bain policies.

ABOUT YOU

• Proven experience as an Executive Assistant or Personal Assistant supporting multiple senior stakeholders in a demanding environment.
• 2–5 years of experience in a fast-paced corporate environment, ideally within professional services, consulting or a similarly complex organization.
• Fluent written and spoken English.
• Advanced proficiency in Microsoft Outlook and Word, with intermediate proficiency in Excel and PowerPoint.
• Strong organization, prioritization and time-management skills, with the ability to manage multiple competing priorities and deadlines.
• Excellent communication, listening and customer-service skills.
• A high level of professionalism, reliability and discretion when handling confidential information.
• The ability to work independently, exercise sound judgement and adapt quickly as priorities change.
• Confidence supporting senior stakeholders across different regions and time zones.
• A collaborative and inclusive working style and willingness to share knowledge and support colleagues.
• Comfort working in a highly flexible role focused on providing back-up and cover across teams.
• A bachelor’s degree or an equivalent combination of education and experience would be helpful but is not essential. Additional language skills, particularly French, German or Spanish, would also be an advantage.