Executive Assistant Operations · Warsaw, Poland

Zowie, Inc.; Warszawa; Hybrid; PLN 80,000 - 120,000; Full time

Job summary

Zowie, Inc. in Warsaw is seeking an Executive Assistant to create a frictionless setup around the founders and C-levels, ensuring calendars, travel, and admin run smoothly. You will work alongside the founders and support the broader leadership, helping the AI company stay organized and efficient.

Fluent Polish and English, 3+ years of executive support, and a proactive, discreet approach are essential. This role is full-time, on-site in Warsaw, with a focus on seamless coordination and office

Qualifications

• 3+ years supporting executives or leadership teams.
• Fluent Polish and English, spoken and written.
• Ability to juggle priorities and meet deadlines.
• Discretion with confidential information.
• AI-enabled approach to drafting, research and admin tasks.

Responsibilities

• Own the calendars for founders and leadership, avoiding clashes.
• Join meetings, capture follow-ups and prepare materials.
• Coordinate travel and events, including onboarding logistics.
• Move paperwork, signatures and expenses through efficiently.
• Keep the Warsaw office running and welcome visitors.

Skills

Executive support

Time management

Discretion

AI-enabled workflow

Travel logistics

Office administration

Communication

Tools

AI tools

Job description

About Zowie:

At Zowie, we build AI agents that handle millions of real conversations every month, for brands like InPost, Empik, Decathlon, and Allianz. They track packages, sort out claims, and actually resolve the issues people bring them. We're changing how people interact with brands. At scale.

About the role:

Our founders and management team move fast, and their best work happens when everything around them just works: the right meetings in the calendar, travel sorted, documents ready when they're needed.

We're now looking for an Executive Assistant to create that frictionless setup around them, so they can spend their time on the decisions only they can make.

If you're the person who loves keeping everything running, helping leaders be efficient with their time, who fixes loose ends before anyone else spots them... this is it.

You'd work right next to the founders, support the rest of the C-level, and help an ambitious AI company run efficiently. It's a full-time, on-site role in our Warsaw office.

What you'll do:

• Own the calendars. Protect the management team's time across work and personal commitments, untangle clashes before they reach anyone else.

• Close the loops. Join meetings, capture follow-ups and see them through, prepare materials and drafts on the team's behalf.

• Make travel and events effortless. Handle trips and logistics behind company events and offsites.

• Keep the paperwork moving. Documents, signatures, expenses and day-to-day admin, so nothing waits on a missing signature.

• Keep the office running. Onboarding logistics, the Warsaw office, and looking after visiting customers and guests.

Ideally, you'll bring with you:

• Experience - 3+ years supporting executives or leadership teams.

• Languages - fluent Polish and English, spoken and written.

• Juggling priorities - you keep track of requests from several people and know what comes first when they clash.

• Attention to detail - names, dates, numbers and attachments are right the first time.

• Discretion - board, legal, financial and personal matters stay with you.

• AI-native way of working - AI tools are already part of how you draft, research and handle admin.

• Helpful by nature - you enjoy making other people's work easier, whatever the task takes.

It will be awesome if you also have:

• Experience supporting founders at a startup or scale-up.

• Polish business admin experience - e-signatures, invoices, working with an external accounting firm.

AI-native culture:

Our team embraces AI as a fundamental part of how we work - not just for speed, but for creativity, documentation, and scale. We’re looking for people who are excited to develop within this space and contribute to such culture by bringing ideas to the table, and continuously evolving their approach to leverage emerging tools.

We are:

• Ambitious and innovative. We never settle. We always look for better ways of doing things.

• Like a sports team. We take ownership of our work and believe in personal accountability. At the same time, we work together, support each other, and focus on winning as a team.

• Unafraid of change. The market we're in is changing rapidly, and we thrive in this ever-evolving environment.

• Growing fast. You’ll have a lot of autonomy and impact as we grow.