Executive Assistant & Office Coordinator - Warsaw

Urban Partners; Warszawa; On-site; PLN 90,000 - 120,000; Full time

Job summary

Urban Partners is seeking an Executive Assistant & Office Coordinator for our Warsaw office. This dual role allocates about 60% to executive assistance for country leaders across UK and Poland, and about 40% to coordinating the Warsaw office.

You will work in an international environment, supporting colleagues across geographies while ensuring the Warsaw office remains welcoming, professional and well-run. You will report to Miia Mäkinen, Head of Office Services, and help organise social events,

Qualifications

• 3–6 years of executive assistant and/or office coordination experience.
• Excellent written and spoken English and Polish.
• Strong organisational skills with multiple priorities management.

Responsibilities

• Coordinate calendars and provide day-to-day administrative support for country leaders in the UK and Poland.
• Arrange internal and external meetings, including logistics and hospitality for visitors.
• Organise travel, manage related logistics, and process and track expenses.
• Coordinate subcontractors and suppliers, and oversee office supplies and upkeep.
• Act as the main point of contact for office matters and plan team social activities and events.

Skills

Calendar management

Travel logistics

Stakeholder management

Multitasking & organisation

English & Polish proficiency

Tools

Office software

Job description

Urban Partners is seeking an Executive Assistant & Office Coordinator for our Warsaw office. This dual role allocates about 60% to executive assistance for country leaders across UK and Poland, and about 40% to coordinating the Warsaw office.

You will work in an international environment, supporting colleagues across geographies while ensuring the Warsaw office remains welcoming, professional and well-run. You will report to Miia Mäkinen, Head of Office Services, and help organise social events,