Executive Assistant (12-month Fixed-term Contract)

Intermediate Capital Group; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Intermediate Capital Group in Warsaw is seeking an Executive Assistant to support senior Directors across London and Europe. The role centers on diary management, travel coordination, expense handling and broad business support.

You will work closely with executives, ExCo and Board-level stakeholders to ensure timely and accurate delivery of priorities. The role requires extensive experience as an EA, superb organisational abilities, and a high level of discretion.

Qualifications

• Extensive Executive Assistant experience supporting senior management in a banking/financial services environment.
• Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint).
• Fluent written and spoken English.
• Excellent organisational, multitasking and communication abilities with strong attention to detail.

Responsibilities

• Extensive calendar management and scheduling of internal/external meetings.
• Arrange national and international travel and itineraries.
• Process expenses and support onboarding of new joiners.
• Liaise with internal and external stakeholders via email, phone and Teams.
• Support system data management and confidential information handling.

Skills

MS Office

English fluency

Organisational skills

Multitasking

Interpersonal skills

Teamwork

Tools

Microsoft Teams

Job description

Job Title: Executive AssistantContract Type: 12-month fixed-term contractLocation: Warsaw, PolandDepartment: Shareholder RelationsWhat the Hiring Manager says….The Shareholder Relations team at ICG is small, collaborative, and non-hierarchical. The role involves covering treasury, corporate development, and shareholder relations for our two listed entities. This environment is fast-paced, with several ongoing projects and meetings to be juggled simultaneously. We work closely with a wide range of colleagues – including at ExCo and Board level – as well as senior stakeholders externally. Professionalism, responsiveness, and discretion are key.I’m looking forward to welcoming someone who will bring enthusiasm to the role and become a key point of contact for a wide range of stakeholders.Summary of our opportunityThis Executive Assistant role supports senior Directors across London and Europe. The Global EA team consists of 40 employees based across London, Europe, the Middle East, Asia Pacific, and North America. EAs work together supporting senior Directors across the business and onboard new joiners. Everyone is capable, experienced and has a strong connection to the company, within the EA team and the business areas they support. The team has a collaborative culture and a strong commitment to delivering high-quality work. Core responsibilities include diary management, travel coordination, expense management, and broader business support. EAs co-ordinate with an external travel company to organise travel.Primary ResponsibilitiesThe responsibilities of the role include, but are not limited to:Extensive calendar management, coordinating schedules, internal and external calls and meetingsArranging national and international travel and itinerariesOrganising team and business area events including lunches and dinnersProviding business support, including preparing, formatting, and maintaining documents, spreadsheets, and presentationsExtensive liaison with internal and external stakeholders via email, phone, and Microsoft TeamsGeneral Executive Assistant responsibilities, including expense processing, onboarding new joiners, and following up on actionsSystem and data management support including updating the HR system with absence and holidays, updating contacts and system filingKey Requirements/ QualificationsExtensive Executive Assistant experience supporting Senior Management and/or Managing Director level professionals within banking, financial services, or a commercial environment.TechnicalAdvanced Microsoft Office skills including Outlook, Word, Excel and PowerPointFluent written and spoken EnglishIndividualExcellent organisational skills, flexibility, and ability to multitaskAbility to work independently, effectively and remain calm under pressureExcellent interpersonal and communication skills, with a positive, proactive attitude and strong teamwork skillsStrong accuracy and attention to detail while working to tight deadlinesComplete understanding of confidentiality issues and use of discretionReliable, trustworthy and respectedProfessional, adaptable, and quick to learn new processes and systemsOur Global Benefits Framework is centred around these 3 key attributes:Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.Inclusivity – Fit for purpose and competitive, no matter who or where you are.Longevity – Long Term and sustainable in design.Inclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.We are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.