Executive Assistant (Construction)

Teams Squared; Poland; On-site; PLN 128,000 - 205,000; Full time

Benefits offered by this job

Competitive hourly rate

Flexible work schedule

Opportunity to work long-term with clients

Access to a global talent community

Job summary

A team augmentation company in Poland is seeking an experienced Executive Assistant to support a dynamic executive team in the construction industry. Key responsibilities include calendar management, project tracking, and communication coordination. The ideal candidate has proven experience in similar administrative roles, is familiar with the construction industry, and possesses outstanding communication skills. This fully remote position offers a flexible schedule and ongoing support from the management team.

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or in similar administrative roles.
• Familiarity with the construction industry or working with contractors.
• Outstanding written and verbal communication skills.
• Comfortable working with teams across time zones, particularly AEST.
• Experience managing multiple stakeholders and fast-moving schedules.
• Tech-savvy, with a working knowledge of platforms like Google Workspace, Microsoft Office, Slack, Zoom, and project tools like Asana or Monday.com.
• Outstanding written and verbal communication skills.
• Highly organized with excellent time-management abilities.
• Ability to handle sensitive information with discretion.
• Proactive and resourceful, with strong problem-solving skills.
• Prior experience supporting construction executives or project teams.
• Knowledge of construction terminology and documentation (e.g., RFIs, POs, site reports).
• Previous experience working remotely for Australian or international clients.

Responsibilities

• Manage calendar and travel planning for company executives.
• Prepare presentations, reports, and meeting minutes.
• Coordinate with internal departments and external stakeholders.
• Coordinate with internal departments and external stakeholders (including vendors, subcontractors, and clients).
• Assist in project documentation and compliance paperwork.
• Manage inboxes and draft correspondence.
• Conduct basic research and compile summaries for decision-making.
• Support HR, finance, and ops with administrative tasks as needed.

Skills

Calendar management

Strong written and verbal communication skills

Tech-savvy

Excellent time-management abilities

Proactive and resourceful

Education

Bachelor’s degree in Business Administration, Communications, or related field

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Asana

Monday.com

Job description

Teams Squared is a team augmentation company that provides top-tier legal and business professionals to clients who need immediate, high-quality support. Our mission is to bridge the talent gap by seamlessly integrating skilled professionals into client teams. Whether it’s adding an interim attorney to help with overflow work, or plugging in a business operations expert to build process during a growth sprint, Teams Squared ensures that clients always have the right people at the right time.

About the Role:

We’re seeking an experienced Executive Assistant to support a high-performing executive team in the construction industry. You will play a critical role in ensuring the leadership team runs efficiently, managing everything from scheduling and project tracking to vendor coordination and client-facing communication. This position is ideal for someone who thrives in a fast-paced, dynamic industry and has prior experience supporting C-level executives or leadership teams—ideally in construction, real estate development, or a related field.

Key Responsibilities:

Calendar management, meeting coordination, and travel planning for company executives

Prepare presentations, reports, and meeting minutes

Track action items and ensure deadlines are met

Coordinate with internal departments and external stakeholders (including vendors, subcontractors, and clients)

Assist in project documentation and compliance paperwork

Manage inboxes and draft correspondence

Conduct basic research and compile summaries for decision-making

Support HR, finance, and ops with administrative tasks as needed

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role
  
• Familiarity with the construction industry or working with contractors, subcontractors, or project managers
  
• Strong understanding of Australian business etiquette and communication styles
  
• Comfortable working with teams across time zones, particularly AEST
  
• Experience managing multiple stakeholders and fast-moving schedules
  
• Tech-savvy, with a working knowledge of platforms like Google Workspace, Microsoft Office, Slack, Zoom, and project tools like Asana or Monday.com
  
• Outstanding written and verbal communication skills
  
• Highly organized with excellent time-management abilities
  
• Ability to handle sensitive information with discretion
  
• Proactive and resourceful, with strong problem-solving skills
  
• Prior experience supporting construction executives or project teams
  
• Knowledge of construction terminology and documentation (e.g., RFIs, POs, site reports)
  
• Previous experience working remotely for Australian or international clients
  
• Bachelor’s degree in Business Administration, Communications, or related field (preferred but not required)
  

Competitive hourly rate

Fully remote, flexible work schedule

Work with high-growth, international companies

Opportunity to work long-term with clients

Ongoing support from the Teams Squared management team

Access to a global talent community

At Teams Squared, we’re committed to building strong, diverse teams for some of the most exciting companies in the world. We match world-class talent with world-class companies—and make the process seamless for everyone involved.

If you're passionate, resourceful, and love enabling leaders to do their best work—this role is for you.

Note: Only candidates who make it to our shortlist will be contacted for further discussions.