Executive Assistant

Zowie; Województwo mazowieckie; On-site; PLN 156,000 - 234,000; Full time

Job summary

Zowie is seeking an Executive Assistant to streamline the executives’ calendar, travel, events, and office logistics in our Warsaw office. You will be right beside the founders and support the C-level to keep operations running smoothly in a fast-paced AI company.

Ideal candidates have 3+ years of executive support, fluent Polish and English, and a knack for managing multiple priorities with discretion and attention to detail. This is a full-time, on-site role in Warsaw.

Qualifications

• 3+ years supporting executives or leadership teams.
• Fluent Polish and English, spoken and written.
• Able to juggle multiple priorities when requests clash.
• High attention to detail for names, dates, numbers and attachments.
• Discretion in handling board, legal, financial and personal matters.
• AI-native approach to drafting, research and admin tasks.
• Helpful by nature, focused on making others’ work easier.

Responsibilities

• Own the calendars and protect management time across work and personal commitments.
• Join meetings, capture follow-ups, prepare materials and drafts for the team.
• Coordinate travel and events, handling logistics for company events and offsites.
• Keep paperwork moving: signatures, expenses and day-to-day admin so nothing stalls.
• Ensure the Warsaw office runs smoothly, including onboarding and greeting visitors.

Skills

Executive support

Calendar management

Time management

Attention to detail

Discretion

AI tools usage

Polish/English bilingual

Job description

At Zowie, we build AI agents that handle millions of real conversations every month, for brands like InPost, Empik, Decathlon, and Allianz. They track packages, sort out claims, and actually resolve the issues people bring them. We're changing how people interact with brands. At scale.

About the role:

Our founders and management team move fast, and their best work happens when everything around them just works: the right meetings in the calendar, travel sorted, documents ready when they're needed.

We're now looking for an Executive Assistant to create that frictionless setup around them, so they can spend their time on the decisions only they can make.

If you're the person who loves keeping everything running, helping leaders be efficient with their time, who fixes loose ends before anyone else spots them... this is it.

You'd work right next to the founders, support the rest of the C-level, and help an ambitious AI company run efficiently. It's a full-time, on-site role in our Warsaw office.

What you'll do:

• Own the calendars. Protect the management team's time across work and personal commitments, untangle clashes before they reach anyone else.
• Close the loops. Join meetings, capture follow-ups and see them through, prepare materials and drafts on the team's behalf.
• Make travel and events effortless. Handle trips and logistics behind company events and offsites.
• Keep the paperwork moving. Documents, signatures, expenses and day-to-day admin, so nothing waits on a missing signature.
• Keep the office running. Onboarding logistics, the Warsaw office, and looking after visiting customers and guests.

Ideally, you'll bring with you:

• Experience - 3+ years supporting executives or leadership teams.
• Languages - fluent Polish and English, spoken and written.
• Juggling priorities - you keep track of requests from several people and know what comes first when they clash.
• Attention to detail - names, dates, numbers and attachments are right the first time.
• Discretion - board, legal, financial and personal matters stay with you.
• AI-native way of working - AI tools are already part of how you draft, research and handle admin.
• Helpful by nature - you enjoy making other people's work easier, whatever the task takes.

It will be awesome if you also have:

• Experience supporting founders at a startup or scale-up.
• Polish business admin experience - e-signatures, invoices, working with an external accounting firm.

AI-native culture:

Our team embraces AI as a fundamental part of how we work - not just for speed, but for creativity, documentation, and scale. We’re looking for people who are excited to develop within this space and contribute to such culture by bringing ideas to the table, and continuously evolving their approach to leverage emerging tools.

We are:

• Ambitious and innovative. We never settle. We always look for better ways of doing things.
• Like a sports team. We take ownership of our work and believe in personal accountability. At the same time, we work together, support each other, and focus on winning as a team.
• Unafraid of change. The market we're in is changing rapidly, and we thrive in this ever-evolving environment.
• Growing fast. You’ll have a lot of autonomy and impact as we grow.