Executive Assistant with German

emagine; Polska; On-site; PLN 146,000 - 163,000; Full time

Job summary

emagine is seeking an Executive Assistant to provide essential administrative and coordination support to project teams, ensuring effective PMO governance and clear communication across programmes. You will prepare documentation, manage meeting logistics, and maintain governance records in a fast-paced, multinational environment.

This B2B role in Poland requires excellent MS Office skills, strong organizational abilities, and professional English and German.

Qualifications

• Experience in PMO/Project Office environments.
• Strong organizational and communication skills.
• Proficient in PowerPoint and MS Office tools.
• Experience preparing management slides and presentations.
• Ability to manage meeting logistics and project activities.

Responsibilities

• Support Project Managers and PMO teams in day-to-day project administration.
• Prepare project documentation, reports, presentations, and meeting materials.
• Coordinate meetings, workshops, and project-related activities.
• Track project actions, milestones, risks, and dependencies.
• Prepare slides for presentation.
• Maintain project plans, status reports, and governance documentation.
• Ensure timely follow-up of action items and meeting outcomes.
• Support stakeholder communication and reporting activities.
• Assist in project data collection, consolidation, and analysis.

Skills

PMO coordination

Meeting coordination

PowerPoint

MS Office

Communication

Tools

PowerPoint

Excel

Outlook

Teams

Job description

Summary

The role of the Executive Assistant is to provide essential administrative and coordination assistance to project teams, ensuring effective project governance and communication. The primary objective is to facilitate smooth project operations through organized support of PMO processes.

The role of the Executive Assistant is to provide essential administrative and coordination assistance to project teams, ensuring effective project governance and communication. The primary objective is to facilitate smooth project operations through organized support of PMO processes.

Main Responsibilities

• Support Project Managers and PMO teams in day-to-day project administration.
• Prepare project documentation, reports, presentations, and meeting materials.
• Coordinate meetings, workshops, and project-related activities.
• Track project actions, milestones, risks, and dependencies.
• Prepare slides for presentation.
• Maintain project plans, status reports, and governance documentation.
• Ensure timely follow-up of action items and meeting outcomes.
• Support stakeholder communication and reporting activities.
• Assist in project data collection, consolidation, and analysis.

Key Requirements

• Previous experience as a Project Assistant, PMO Analyst, PMO Support, or similar role.
• Good understanding of project management methodologies and PMO practices.
• Strong organizational and coordination skills.
• Experience preparing PowerPoint presentations and management slides.
• Ability to manage meeting logistics and maintain clear oversight of project activities.
• Excellent communication and stakeholder management skills.
• Proficiency in Microsoft Office, especially PowerPoint, Excel, Outlook, and Teams.
• Strong attention to detail and ability to work in a structured environment.

Nice to Have

• Experience supporting multiple projects simultaneously.
• Knowledge of project reporting tools and PMO governance frameworks.
• Exposure to international project environments.

Other Details

• Start Date: 01.01.2027
• Location: Poland
• Contract: B2B
• Rate: 180-200 euro netto per day
• Contract Duration: 1st contract up to 6 months + possible extension
• Languages: English & German – professional working proficiency.