Executive Assistant (f/m/d)

Axpo Polska; Warszawa; Hybrid; PLN 90,000 - 110,000; Full time

Benefits offered by this job

Permanent full-time role

Hybrid work model

International environment

Medical care package

Language courses

Job summary

Axpo Polska seeks an experienced Executive Assistant to support the Managing Director and Management Team. You will manage calendars, meetings, and critical commitments, acting as the primary liaison for MD-level matters and coordinating with senior leaders across the organization.

The role requires preparing briefing materials, managing travel and onboarding for new direct reports, and supporting the management team with expenses and approvals in a hybrid, international environment.

Qualifications

• 3-5 years in executive assistant or senior administration roles
• Experience supporting senior management in international/matrix organisations
• Advanced user of Outlook, Word, PowerPoint, Excel and Teams
• Highly organized, proactive and detail-orientated
• Excellent communication and professional demeanor
• Fluent in Polish and English, written and spoken

Responsibilities

• Manage Managing Director's calendar, meetings and key commitments
• Coordinate matters requiring MD's attention and escalate time-critical items
• Prepare briefing materials, agendas and meeting packs for Management Team meetings
• Coordinate correspondence, approvals, signatures and deadlines, plus travel and onboarding for direct reports
• Support Management Team with administrative matters and expense reconciliation
• Maintain records and improve recurring administrative processes

Skills

Calendar management

MS Office suite

Communication

Discretion

Polish & English fluency

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Teams

Job description

Join Axpo Polska as the trusted right hand to our Managing Director and Management Team, keeping the details in order so leadership can focus on what matters most. We value diversity and welcome your unique perspective.

What you will do:

• Manage the Managing Director's short- and long-term calendar, meetings and key business commitments, balancing competing demands and protecting time for strategic, commercial and leadership priorities
• Act as the first point of coordination for matters requiring the Managing Director's attention, handling routine requests independently and escalating time-critical items
• Prepare briefing materials, agendas and meeting packs for Management Team meetings, leadership sessions, offsites and Supervisory Board meetings, including logistics and follow-up
• Coordinate correspondence, approvals, signatures and deadlines, and support with business travel, expense declarations and onboarding coordination for new direct reports
• Support Management Team members with administrative matters, expense reconciliation, invoices, approvals and practical arrangements
• Anticipate needs, maintain accurate records and templates, and continuously improve recurring administrative and coordination processes

What you bring & who you are:

• 3-5 years of practical experience in an executive assistant, senior administration or team coordination role, ideally supporting senior management in an international or matrix organisation
• Proven ability to organise meetings, prepare management materials and track agreed actions through to completion
• Advanced user of Microsoft Outlook, Word, PowerPoint, Excel and Teams
• Highly organised, reliable and proactive, with strong attention to detail, discretion, and the ability to deliver results independently
• Service-oriented and professional, with excellent communication skills
• Fluent in Polish and English, both written and spoken, and confident in working with senior leaders and external stakeholders

What we offer:

• Permanent full-time employment contract.
• Development in an international company that is shaping the face of the energy market.
• A progressive medical care package that takes care of your health and well-being.
• Co-financing of the Multisport card, enabling the use of various forms of physical activity.
• Foreign language classes during working hours.
• Flexible working hours and the possibility to work in hybrid mode.
• An office with a beautiful view, located in the city center.
• Details about the salary range for this position and other components of the compensation package will be provided in the following stages of the recruitment process.

At Axpo Group, we are dedicated to fostering a culture of non-discrimination, tolerance, and inclusion. As an equal opportunity employer, we welcome applications regardless of race and ethnicity, gender identity and expression, sexual orientation, age, disability, as well as socioeconomic, cultural, and religious background. We are committed to ensuring a respectful and inclusive recruiting process and workplace for everyone.