Executive Personal Assistant & Team Coordinator

Adecco; Kraków; On-site; PLN 55,000 - 75,000; Full time

Job summary

Adecco Poland Sp. z o.o. is seeking an organized Personal Assistant / Team Support Coordinator to provide administrative support to two General Managers within the Supply Chain organization.

The role requires excellent planning, calendar management, travel arrangement coordination, and effective communication with internal and external stakeholders across global locations. Fluency in English and strong MS Office skills are essential.

Qualifications

• Experience as Administrative Assistant, Team Assistant, Personal Assistant or similar support role.
• Experience managing calendars, meetings and travel arrangements.
• Strong organizational and planning skills with attention to detail.
• Excellent communication and stakeholder management skills.
• Ability to work independently and manage multiple priorities.
• Fluent English (spoken and written).
• Proactive attitude and ability to quickly build a network within a new organization.

Responsibilities

• Provide day-to-day administrative support to two General Managers.
• Manage complex calendars and coordinate meetings across multiple stakeholders.
• Organize domestic and international business travel, including itineraries and logistics.
• Support visits of senior leaders and Global Management Team members.
• Coordinate meeting arrangements, room bookings and event logistics.
• Assist with team events and engagement activities.
• Support Time Writing and other administrative processes.
• Make reservations and manage general office-related coordination activities.
• Build effective working relationships with internal stakeholders across different locations.
• Ensure smooth communication and coordination between leaders, teams and business partners.

Skills

Calendar management

Travel arrangements

Organizational skills

Communication

Stakeholder management

Independent work

English proficiency

Tools

MS Office

Job description

We are a leading global company providing comprehensive HR solutions. We offer temporary and permanent staffing services as well as outsourcing solutions across all industry sectors. Adecco Poland Sp. z o.o. operates as an Employment Agency registered under number 364.

For our client, a global leader in the energy sector, setting the direction for development in the areas of oil, gas, and innovative low-emission solutions, we are looking for an organized and proactive Personal Assistant / Team Support Coordinator to provide administrative support to two General Managers within the Supply Chain organization.

This role requires excellent planning, communication and stakeholder management skills. The successful candidate will be responsible for coordinating calendars, travel arrangements, meetings, team events and general administrative activities, while acting as a key point of contact for managers, team members and visiting senior stakeholders.

Responsibilities:

• Provide day-to-day administrative support to two General Managers.
• Manage complex calendars and coordinate meetings across multiple stakeholders.
• Organize domestic and international business travel, including itineraries and logistics.
• Support visits of senior leaders and Global Management Team members.
• Coordinate meeting arrangements, room bookings and event logistics.
• Assist with team events and engagement activities.
• Support Time Writing and other administrative processes.
• Make reservations and manage general office-related coordination activities.
• Build effective working relationships with internal stakeholders across different locations.
• Ensure smooth communication and coordination between leaders, teams and business partners.

Requirements:

• Previous experience in an Administrative Assistant, Team Assistant, Personal Assistant or similar support role.
• Experience managing calendars, meetings and travel arrangements.
• Strong organizational and planning skills with attention to detail.
• Excellent communication and stakeholder management skills.
• Ability to work independently and manage multiple priorities.
• Fluent English (spoken and written).
• Confident user of MS Office tools.
• Proactive attitude and ability to quickly build a network within a new organization.

Nice to have:

• Experience supporting senior managers or directors.
• Previous experience in an international organization.
• Experience working with globally distributed teams.
• Exposure to time management or time reporting processes.

We inform you that companies within the Adecco Group operating in Poland have implemented a reporting procedure required by the Whistleblower Protection Act. Detailed information is available in Adecco offices.