Executive Assistant & Poland Office Lead

Niezastapiona; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Niezastapiona in Warsaw, Poland seeks an Executive Assistant & Office Coordinator to deliver high-level executive support and run day-to-day operations for a growing team. You will manage calendars, travel, stakeholder communications, and office services while liaising with Italy-based colleagues.

Ideal candidates bring 3–6 years of EA experience, strong organisational skills, and fluency in English and Polish in a fast-paced start-up environment.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or related field.
• 3–6 years of experience in Executive Assistance or similar roles.
• Proven ability to manage complex calendars, priorities, meetings, travel, and stakeholders.
• Strong organisation, prioritisation, and time-management skills.
• Proactive and independent with minimal supervision.
• Excellent written and verbal communication skills.
• Experience in an international, multi-location environment.
• Fluent English (written and spoken) and native or near-native Polish.

Responsibilities

• Provide executive support to senior leadership, including calendar management, meeting coordination, prioritisation, and preparation for key engagements.
• Coordinate meetings with internal and external stakeholders, prepare agendas and briefing materials.
• Track actions and follow-ups from meetings and coordinate next steps.
• Coordinate business travel and executive logistics, including itineraries and accommodations.
• Support coordination of client meetings, conferences, leadership events, and internal activities across Poland and Italy.
• Act as an operational liaison between Poland and Italy teams, facilitating scheduling and information flow.
• Maintain professional communications and document interactions with discretion.
• Oversee office administration and facilities, supplies, and relationships with service providers.

Skills

Executive support

Calendar management

Stakeholder coordination

Travel coordination

Office coordination

Discretion

Prioritisation

Education

Bachelor's degree (related field)

Tools

Microsoft Office 365

Outlook

Teams

Excel

PowerPoint

Job description

Niezastapiona in Warsaw, Poland seeks an Executive Assistant & Office Coordinator to deliver high-level executive support and run day-to-day operations for a growing team. You will manage calendars, travel, stakeholder communications, and office services while liaising with Italy-based colleagues.

Ideal candidates bring 3–6 years of EA experience, strong organisational skills, and fluency in English and Polish in a fast-paced start-up environment.