Executive Assistant to the CEO

Lumorus; Polska; Hybrid; PLN 120,000 - 180,000; Full time

Job summary

Lumorus PLC is seeking an Executive Assistant to support the CEO and act as a Business Support Manager for core operations across the organisation. This role sits at the centre of the company’s operations, managing priorities, coordinating internal and external activities, and ensuring the smooth execution of strategic initiatives.

In addition to executive support, the role includes recruitment coordination, supplier research, CEO speaking engagements, event planning, and oversight of the CEO’s

Qualifications

• Approximately 3–5 years of experience supporting senior executives or founders.
• Experience in fast-paced environments such as startups, consulting firms, or professional services.
• Demonstrated ability to manage complex calendars, schedules, and priorities.
• Strong experience coordinating logistics, meetings, and events.
• Comfortable working remotely across multiple time zones.
• Proficiency with modern digital productivity tools.

Responsibilities

• Manage and optimise the CEO’s calendar and internal/external meeting scheduling.
• Act as gatekeeper for meeting requests and priorities.
• Draft email responses and coordinate follow-ups.
• Prepare briefing notes, meeting materials, and documentation.
• Coordinate travel arrangements and logistics when required.
• Organise files and CRM updates for easy access.
• Coordinate CEO speaking engagements and events.
• Oversee CEO personal website activities with contractors.
• Liaise with event organisers and track speaking engagements.

Skills

Organisational skills

Time management

Communication

Problem solving

Independent work

Remote coordination

Multi-timezone coordination

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Zoho Projects/Zoho CRM

Job description

Lumorus is seeking a highly organised, proactive, and resourceful Executive Assistant to support the CEO while also serving as a Business Support Manager for key operational activities across the organisation.

This role sits at the centre of the company’s operations and provides direct support to the CEO in managing priorities, coordinating internal and external activities, and ensuring the smooth execution of strategic initiatives.

In addition to traditional executive support, the role includes responsibility for coordinating business activities such as recruitment scheduling, supplier research, CEO speaking engagements, event planning, and oversight of the CEO’s personal website and related contractors.

The position is suited to a highly capable individual who thrives in a fast-moving, entrepreneurial environment and enjoys solving problems, organising complex schedules, and ensuring that senior leadership can focus on strategic priorities.

The role reports directly to the CEO and generally operates on the CEO’s working schedule, with flexibility when required due to travel or international commitments.

Key Responsibilities

Executive Support to the CEO

Manage and optimise the CEO’s calendar, ensuring efficient scheduling of internal and external meetings.

Act as the primary gatekeeper for meeting requests and scheduling priorities.

Manage email correspondence where appropriate, including drafting responses and coordinating follow-ups.

Prepare briefing notes, meeting materials, and documentation required for meetings.

Coordinate travel arrangements and logistics when required.

Organise files, documentation, and digital records for easy access and reference.

Manage administrative tasks including expense coordination, documentation preparation, and CRM updates where required.

Ensure the CEO’s schedule aligns with strategic priorities and avoids unnecessary administrative burden.

Coordinate booking and contracting for CEO speaking engagements.

Liaise with event organisers regarding logistics, schedules, and speaking requirements.

Maintain a calendar and tracking system for speaking engagements and related activities.

Coordinate the development and maintenance of the CEO’s personal website.

Manage external gig workers responsible for website development, design, and content updates.

Ensure website content is updated regularly and aligned with CEO activities, speaking engagements, and thought leadership.

Communication and Coordination

Act as a central coordination point for various CEO-related initiatives and projects.

Ensure clear communication and follow-up across internal and external stakeholders.

Maintain strong organisational systems to track priorities, deadlines, and commitments.

Recruitment Coordination

Work closely with the Head of People and Culture to schedule interviews with prospective candidates.

Coordinate interview logistics including calendars, candidate communication, and documentation.

Ensure a professional and organised candidate experience throughout the recruitment process.

Supplier and Vendor Research

Conduct research to identify and evaluate potential external suppliers for business tools and services.

Gather pricing, feature comparisons, and recommendations for decision-making.

Coordinate onboarding of selected vendors where required.

Event Planning Support

Assist with the planning and coordination of company events, webinars, and speaking engagements.

Coordinate logistics including scheduling, external vendors, invitations, and event materials.

Requirements

Experience and Qualifications

Approximately 3 to 5 years of experience supporting senior executives or founders in a similar role.

Experience working in fast-paced environments such as startups, consulting firms, or professional services organisations.

Demonstrated ability to manage complex calendars, schedules, and priorities.

Strong experience coordinating logistics, meetings, and events.

Comfortable working remotely and coordinating across multiple time zones.

Strong proficiency with modern digital productivity tools.

Key Skills

Exceptional organisational and time management skills.

Strong written and verbal communication skills.

Ability to prioritise tasks and manage multiple activities simultaneously.

High attention to detail and accuracy.

Strong problem-solving ability and initiative.

Ability to work independently and manage responsibilities with minimal supervision.

Comfort working in a dynamic and evolving startup environment.

Core Systems

Microsoft 365, Outlook, Word, Excel, PowerPoint, Teams

Zoho Projects and Zoho CRM, experience is an advantage but can be learned

Scheduling and coordination tools

Personal Attributes

Highly proactive and solutions-oriented.

Extremely organised and detail-focused.

Professional and discreet when handling confidential information.

Strong emotional intelligence and communication skills.

Comfortable working directly with senior leadership and external stakeholders.

Adaptable and flexible in a fast-changing environment.

Working Model

Fully remote role.

Candidates must be located within approximately two to three hours of the GMT time zone.

Success in the Role

Success in this role will be measured primarily by the extent to which the position enables the CEO to operate at maximum strategic effectiveness.

Key indicators include:

Significant reduction in administrative workload for the CEO.

Highly organised and efficient scheduling and meeting coordination.

Smooth execution of speaking engagements and events.

Effective coordination of operational activities supporting the CEO.

Reliable follow-through on commitments and deadlines.