Executive Assistant (12-month Fixed-term Contract)

Intermediate Capital Group Polska Sp. z.o.o; Warszawa; On-site; PLN 78,000 - 106,000; Full time

Job summary

Intermediate Capital Group Polska Sp. z.o.o is seeking an Executive Assistant to support senior Directors across Europe. The role involves diary management, travel coordination, expense handling and broader business support in a fast-paced, trusted team environment.

The successful candidate will bring discretion, strong organisational skills, and the ability to manage multiple priorities with professionalism and resilience.

Qualifications

• Extensive EA experience supporting Senior Management and/or MD-level professionals.
• Advanced Microsoft Office skills including Outlook, Word, Excel and PowerPoint.
• Fluent written and spoken English.
• Excellent organisational skills with flexibility and multitasking ability.
• Ability to work independently, effectively and remain calm under pressure.
• Excellent interpersonal and communication skills with a proactive attitude and teamwork.

Responsibilities

• Extensive calendar management and coordination of internal/external calls and meetings.
• Arrange national and international travel itineraries.
• Organise team and business area events including meals and external meetings.
• Prepare, format and maintain documents, spreadsheets and presentations.
• Liaise with internal and external stakeholders via email, phone and Teams.
• Expense processing and onboarding of new joiners; follow up on actions.
• Update HR system with absence and holidays; manage system data and contacts.

Skills

Executive support

MS Office

English fluency

Multitasking

Discretion

Stakeholder management

Tools

Outlook

Excel

PowerPoint

Teams

Job description

Job Title: Executive Assistant

Executive Assistant

Contract Type: 12-month fixed-term contract

12-month fixed-term contract

Location: Warsaw, Poland

Warsaw, Poland

Department: Shareholder Relations

Shareholder Relations

What 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 opportunity

This 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.

Primary Responsibilities

• Extensive calendar management, coordinating schedules, internal and external calls and meetings
• Arranging national and international travel and itineraries
• Organising team and business area events including lunches and dinners
• Providing business support, including preparing, formatting, and maintaining documents, spreadsheets, and presentations
• Extensive liaison with internal and external stakeholders via email, phone, and Microsoft Teams
• General Executive Assistant responsibilities, including expense processing, onboarding new joiners, and following up on actions
• System and data management support including updating the HR system with absence and holidays, updating contacts and system filing

Key Requirements/ Qualifications

• Extensive Executive Assistant experience supporting Senior Management and/or Managing Director level professionals within banking, financial services, or a commercial environment.
• Technical Advanced Microsoft Office skills including Outlook, Word, Excel and PowerPoint
• Fluent written and spoken English
• Individual Excellent organisational skills, flexibility, and ability to multitask
• Ability to work independently, effectively and remain calm under pressure
• Excellent interpersonal and communication skills, with a positive, proactive attitude and strong teamwork skills
• Strong accuracy and attention to detail while working to tight deadlines
• Complete understanding of confidentiality issues and use of discretion
• Reliable, trustworthy and respected
• Professional, adaptable, and quick to learn new processes and systems

Our 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.

Our Purpose

Creating value by providing capital to help businesses develop and grow through private and public markets.

Our Vision

Global leadership in alternative asset management, focusing on a core set of outstanding products and creating value for shareholders, clients and employees.

Our Culture

Our culture centres around long-term relationships with a wide range of stakeholders; sustainable investment excellence; and a world class team demonstrating integrity, diversity and collaboration.