Executive Assistant

Uvation; Remote; PLN 120,000 - 180,000; Part time

Job summary

A leading technology management firm in Poland seeks a proactive Executive Assistant to support a senior executive. This remote position involves scheduling, meeting coordination, and travel planning, all with a flexible schedule that aligns with U.S. time zones. Ideal candidates will have proven experience in administrative roles, outstanding organizational skills, and the ability to manage multiple tasks effectively. Join a dynamic environment that values independence and adaptability.

Qualifications

• Proven experience as an Executive Assistant or similar operational role.
• Ability to work independently and adapt to evolving processes.
• Comfortable working within U.S. time zones.

Responsibilities

• Coordinate and manage the executive's calendar.
• Arrange logistics for meetings and events.
• Organize travel itineraries and manage travel plans.

Skills

Strong organizational abilities

Excellent communication skills

Multitasking abilities

Tools

Remote work platforms

Job description

Role Overview

We are seeking a proactive and highly organized Executive Assistant to support a senior executive with scheduling, coordination of meetings, travel planning, and managing key engagements. This role is ideal for someone who is detail-oriented, comfortable working independently, and able to navigate fast-paced, outbound-focused environments.

The Executive Assistant will play a critical part in ensuring that meetings, events, and travel arrangements are well planned, timely, and efficiently executed. While this position begins as part-time with flexible hours, it may evolve based on business needs.

Key Responsibilities

Scheduling & Calendar Management

• Coordinate and manage the executive’s calendar, ensuring no conflicts between meetings, travel, and key engagements.

• Schedule sales and marketing-related appointments, outbound meetings, and internal discussions in advance.

• Ensure timely reminders and proper alignment of daily and weekly schedules.

Meeting & Event Coordination

• Arrange logistics for meetings, events, and outbound activities.

• Coordinate with all relevant parties to confirm attendance, timing, and required materials.

• Conduct light research when necessary to support meeting preparation.

Travel & Logistics

• Organize travel itineraries including flights, accommodations, and event schedules.

• Ensure travel plans are aligned with meeting and business requirements.

Administrative Support

• Maintain organization across essential tasks and tools used by the executive.

• Track important deadlines, upcoming commitments, and ensure nothing critical is missed.

• Operate existing technology tools and systems used within the company for scheduling, communication, and coordination.

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or similar operational role.

• Strong organizational and multitasking abilities.

• Excellent communication skills and the ability to interact professionally with internal and external stakeholders.

• Comfort working within U.S. time zones (schedule remains flexible).

• Ability to work independently and adapt to evolving processes.

• Familiarity with tech tools and remote work platforms.

Additional Details

• Work Hours: Flexible, aligned with U.S. time zones as needed. No fixed shift required initially.

• Work Mode: Fully remote.