Executive Assistant to the CEO

WizzDev; Poznań; On-site; PLN 60,000 - 90,000; Full time

Job summary

WizzDev in Poznań seeks an Executive Assistant to serve as the CEO’s right hand, keeping the executive’s calendar, coordinating travel and meetings, and ensuring priorities are aligned in a fast-paced IT B2B environment.

You will own the end-to-end recruitment process for roles reporting to the CEO, maintain CRM hygiene, prepare SOW/MSA documents, and support finance, HR, and office operations while protecting data privacy.

Qualifications

• Fluent in Polish and English (C1) with ability to draft professional documents.
• Experience with modern collaboration tools and CRM hygiene.
• Degree in Accounting, Economics, Administration, or related field preferred.

Responsibilities

• Manage CEO calendar, travel, and meetings with agendas and minutes.
• Own end-to-end recruitment for CEO-reporting roles; screen CVs; conduct initial interviews.
• Maintain CRM hygiene; prepare SOW/MSA documents; coordinate offers and deadlines.
• Prepare high-level financial reports, HR summaries, and project status updates.
• Develop SOPs; manage CEO social media; maintain the decision log.
• Coordinate onboarding with PMs, HR, and Office teams.

Skills

Self-reliant

Detail-oriented

Finish what you start

Bilingual Polish/English (C1)

Google Workspace

Confluence

HubSpot CRM

Gemini

Slack

Spreadsheet analysis

Education

Accounting/Economics/Administration degree

Tools

HubSpot CRM

HubSpot

Job description

Executive Assistant to the CEO

We at WizzDev are looking for a highly organized, proactive, and discreet Executive Assistant to become the “right hand” to our CEO. In this role, you will be the engine behind the CEO’s productivity, managing priorities, streamlining communication, and ensuring that no detail falls through the cracks. This is a unique opportunity for someone who wants to understand the inner workings of an IT B2B company, enjoys high-level coordination, and thrives in a fast-paced environment where “closing the loop” is a way of life.

Your Mission

• Manage the CEO’s calendar, travel arrangements, and meetings (including agendas and minutes in PL/EN) to ensure zero scheduling conflicts,
• Own the E2E recruitment process for roles reporting to the CEO—from crafting job descriptions and screening CVs to conducting initial interviews and managing the “Who” hiring methodology,
• Maintain “hygiene” in our CRM (HubSpot); prepare SOW/MSA documents using templates; and coordinate offer deadlines and follow-up tasks,
• Prepare high-level financial reports, HR summaries, and project status updates; support the Office Manager and external accounting to ensure timely document flow,
• Build and maintain a library of Standard Operating Procedures (SOPs); manage the CEO’s social media profiles; and maintain the internal decision log,
• Coordinate the onboarding process (checklists, equipment, tool access) in collaboration with PMs, HR, and Office teams.

Required qualifications and experience

• You are self-reliant, detail-oriented, and known for always finishing what you start,
• Fluent in both Polish and English (C1), with the ability to draft professional documents in both languages,
• Quick to adapt to modern tools (Google Workspace, Confluence, HubSpot CRM, Gemini, Slack,
• Comfortable working with spreadsheets and “feeling the numbers” for financial reporting,
• A degree/student in Accounting, Economics, Administration, or a related field is preferred,
• Absolute responsibility for data privacy and sensitive company information.

Good to have

• Experience in junior-to-mid level IT B2B recruitment coordination,
• Familiarity with Insert Nexo,
• Knowledge of the German language,
• Driving license (Cat. B).

Onboarding – Your first days with Us

We believe that a good onboarding process is the foundation of a successful and long‑term collaboration. Our goal is to make sure that every new team member feels comfortable, well‑informed, and supported from day one.

The onboarding process often starts before the formal agreement is signed. At the final step of recruitment, we may invite you to an informal meeting or lunch with the coworkers you will be working with. It is a good opportunity to get to know each other.

Your first days are planned to ensure a smooth and stress‑free start. You will get to know the team, the office, and the way we work day to day. We will introduce you to our key tools, processes, and ways of working.

In the following days, we focus on your role and responsibilities. You will take part in introductory meetings, have a conversation with your mentor or supervisor, and gain a clear understanding of goals and expectations. You will also learn more about our company culture and the direction we are heading.

The onboarding process ends with a welcome lunch with the CEO. This is a moment to reflect on your first weeks and discuss next steps in your development and collaboration with the company.

We know that starting a new job is an important step. That’s why we focus on clear communication, support, and transparent rules of cooperation from day one.

Recruitment process in 4 steps

Stage 1

We review your email responses and get in touch by phone with selected candidates.

Stage 2

Stage 3

Stage 4