Executive Assistant to the Board

Adlook; Warszawa; On-site; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Office in Warsaw

International environment

Job summary

Adlook in Warsaw is seeking a capable Administrative Assistant to support three Board Members with daily operations, document workflows, and meeting preparation.

You will organize meetings and business trips, process travel expenses, handle invoices, prepare presentations and spreadsheets, and manage confidential information with discretion in a fast-paced, international environment. Fluency in English and Polish and on-site work in Warsaw are required.

Qualifications

• 4–5 years in administration, preferably board-level or executive support.
• Ability to handle confidential information with discretion.
• Reliable, organized, able to manage multiple projects and meet deadlines.
• Attention to detail and accuracy.
• Fluency in Google Suite is required.
• Fluent English and Polish.
• Willingness to work on-site in Warsaw.
• Strong communication and interpersonal skills.

Responsibilities

• Providing administrative and operational support to 3 Board Members
• Coordinating documentation workflow, including signatures, scanning, organizing and archiving documents
• Preparing and distributing materials for Board meetings, keeping track of related action items and follow-ups
• Organizing meetings and business trips
• Submitting travel expenses in the dedicated platform
• Coordinating administrative invoices
• Preparing presentations, documents and spreadsheets as requested
• Other ad hoc tasks related to administration

Skills

Board support

Discretion & judgment

Multitasking

Attention to detail

Communication skills

English Polish fluency

Tools

Google Suite

Job description

• Providing administrative and operational support to 3 Board Members
• Coordinating documentation workflow, including signatures, scanning, organizing and archiving documents
• Preparing and distributing materials for Board meetings, keeping track of related action items and follow-ups
• Organizing meetings and business trips
• Submitting travel expenses in the dedicated platform
• Coordinating administrative invoices
• Preparing presentations, documents and spreadsheets as requested
• Other ad hoc tasks related to administration

What You`ll Be Doing:

• Providing administrative and operational support to 3 Board Members
• Coordinating documentation workflow, including signatures, scanning, organizing and archiving documents
• Preparing and distributing materials for Board meetings, keeping track of related action items and follow-ups
• Organizing meetings and business trips
• Submitting travel expenses in the dedicated platform
• Coordinating administrative invoices
• Preparing presentations, documents and spreadsheets as requested
• Other ad hoc tasks related to administration

Your Qualifications:

• At least 4-5 years of experience in administration, ideally including exposure to board-level or executive-level support
• Demonstrated ability to handle highly confidential information (financial, legal, personnel) with discretion and sound judgment, without needing every decision confirmed
• Reliability, ownership and ability to manage multiple projects, meet deadlines and deliver tasks on time
• Attention to detail and accuracy
• Fluency in Google Suite is required
• Great communication and interpersonal skills
• Fluent English and Polish
• Willingness to work on-site in Warsaw, given the physical document handling involved
• Strong motivation to operate on a daily basis and further develop in the administrative function

Nice To Have:

• Experience with business travel expense or spend management platforms
• Working knowledge of Spanish or Portuguese will be an asset, given coordination with our Brazil and Mexico teams
• Prior experience supporting a Board or Supervisory Board (agendas, minutes, resolutions)

Why ADLOOK:

• You will get to work with amazing people in one of the fastest-growing sectors in online advertising
• Opportunity to work in a truly international environment
• Friendly atmosphere while working with a dynamic team of open-minded professionals with a passion for Internet technology and advertising solutions
• Office located in a well commuted part of Warsaw