Executive Assistant & Office Coordinator, Warsaw, Poland

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

Are you our next Executive Assistant & Office Coordinator, helping leaders stay organised while creating a welcoming and well-run Warsaw office? If you are a reliable and motivated team player with a positive, can-do attitude, who takes ownership and thrives working independently while keeping things organised and on track, we would love to hear from you.

About the role

We are looking for an Executive Assistant & Office Coordinator to join our Warsaw office. This is a dual role: around 60% of your time will be dedicated to executive assistance for country leaders across our UK and Poland offices, while around 40% will focus on coordinating the Warsaw office.

In this role, you will have a unique opportunity to work in an international environment, supporting colleagues across multiple geographies while helping ensure our Warsaw office remains a welcoming, professional, and well-functioning workplace. You will collaborate closely with the wider Office Services team across Urban Partners' global network of offices and will have a dotted-line reporting relationship to Miia Mäkinen, Head of Office Services, providing access to an international community of colleagues and best practices across locations.

Beyond day-to-day office coordination, you will play an important role in fostering our office culture by helping organise social events, team activities, and initiatives that bring colleagues together.

Key responsibilities

• Coordinate calendars, scheduling and 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, snacks and general upkeep.
• Act as the main point of contact for office matters and plan team social activities and events.

Your experience & skills

We are looking for someone who is structured, service-minded, and thrives in a dynamic environment with shifting priorities. At Urban Partners, we value professionalism, collaboration, and a proactive mindset. The ability to anticipate needs, create structure, and build strong working relationships is essential.

To succeed in this role, we expect you to have:

• 3-6 years of experience in an executive assistant and/or office coordination role.
• Excellent written and spoken communication skills in both English and Polish.
• Strong organisational skills and the ability to coordinate multiple priorities with diligence.
• Experience supporting multiple senior leaders simultaneously in a fast-paced environment.
• Strong stakeholder management skills and a high level of professionalism and discretion.
• Strong digital proficiency and confidence using new systems and tools.

Your character

• Value-driven, reliable and diligent in your approach.
• Energetic, motivated and positive, with a can-do attitude.
• A natural problem-solver who takes ownership.
• Comfortable working independently and following tasks through.

What we offer

Make a difference by helping create urban spaces and places that enrich people's lives in the most sustainable way

Lead the industry with an innovator that is pioneering new approaches while raising standards and inspiring the industry

Learn and grow as part of a powerhouse of brilliant people where teamwork, feedback and different ways of thinking are at the core

Be your whole self in a purpose-driven culture with a strong sense of belonging, based on trust, celebration and caring for each other

About us

Urban Partners helps create urban spaces and places that enrich people's lives in the most sustainable way. We bring together ambitious people who value innovation, teamwork, learning and different ways of thinking.