Executive Assistant to the Board

Lever, Inc.; Warszawa; On-site; PLN 42,000 - 60,000; Full time

Job summary

Lever, Inc. in Warsaw is seeking an experienced Administrative Assistant to provide dedicated support to three Board Members, manage documentation, and coordinate meetings and travel.

The role focuses on handling confidential information with discretion, ensuring timely preparation of materials, and maintaining rigorous organization using Google Suite tools. On-site work in Warsaw is required to manage physical documents and travel arrangements.

Qualifications

• 4–5 years of administration experience, ideally including board-level exposure.
• Able to handle confidential information with discretion and sound judgment.
• Reliable, organized, with ability to manage multiple projects and meet deadlines.
• Strong attention to detail and accuracy in work.
• Fluency in Google Suite is required.
• Fluent in English and Polish.
• Willingness to work on-site in Warsaw due to physical document handling.
• Strong communication and interpersonal skills.

Responsibilities

• Provide administrative and operational support to 3 Board Members.
• Coordinate documentation workflow: signatures, scanning, organizing, archiving.
• Prepare and distribute materials for Board meetings and track action items.
• Organize meetings and business trips.
• Submit travel expenses in the dedicated platform.
• Coordinate administrative invoices.
• Prepare presentations, documents and spreadsheets as requested.
• Handle other ad hoc administrative tasks.

Skills

Board-level support

Discretion & confidentiality

Time management

Attention to detail

Google Workspace

English and Polish fluency

On-site in Warsaw

Tools

Google Docs

Google Sheets

Google Slides

Job description

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 skillsFluent 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