Executive & Personal Assistant to Tech Executive (English + Russian Required)

UltaHost; Kraków; Hybrid; PLN 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Long-term, stable position

Direct relationship with principal

Job summary

UltaHost in Kraków, Poland is seeking a high-caliber Executive & Personal Assistant to manage both professional and personal affairs in a hybrid capacity. This role requires 3+ years of experience supporting senior executives, with a strong proficiency in English and a proactive, detail-oriented approach.

The position offers a long-term, stable opportunity with competitive salary and the chance to directly work with the principal, navigating both business and personal logistics effectively.

Qualifications

• 3+ years as an Executive Assistant, Personal Assistant, or Chief of Staff.
• Near-native fluency in English is strictly required.
• Comfortable with modern communication and scheduling tools.

Responsibilities

• Manage the principal's professional calendar and communications.
• Coordinate international travel and personal lifestyle logistics.
• Operate with discretion on confidential matters.

Skills

Perfect written and spoken English

Proactive problem-solving

Exceptional attention to detail

Organizational discipline

Discretion and trustworthiness

Tools

Notion

Telegram

Slack

Gmail/Outlook

Job description

Reports to: Principal directly

Type: Full-time, long-term

Confidentiality: NDA required at offer stage

About The Role

A senior tech executive is seeking a high-caliber Executive & Personal Assistant to manage both professional and personal affairs. This is a hybrid role for someone who can move seamlessly between scheduling a board call, coordinating an international trip, and managing personal lifestyle logistics — all in the same hour.

Key Responsibilities

Executive Support

• Manage the principal's professional calendar, meetings, and reminders across multiple time zones
• Draft, edit, and respond to professional correspondence in English and Russian on behalf of the principal
• Coordinate internal and external meetings, prepare agendas, and follow up on action items
• Liaise with team members, partners, vendors, and clients on the principal's behalf
• Screen incoming communications and prioritize what reaches the principal
• Maintain confidential documents, contracts, and business records

Personal Support

• Manage personal calendar, appointments, and lifestyle commitments
• Coordinate international travel: flights, hotels, transfers, visas, detailed itineraries
• Handle personal errands, bookings, deliveries, and reservations
• Coordinate restaurant reservations, events, and social commitments
• Manage personal expenses, receipts, and reimbursements
• Oversee personal shopping, gift sourcing, and special occasion planning
• Liaise with household staff and service providers where needed

Cross-Cutting

• Operate with absolute discretion on confidential matters
• Be available for ad-hoc requests outside standard hours when required
• Anticipate needs and resolve problems before they're escalated

What We're Looking For

Non-negotiable

• Perfect written and spoken English - strict requirement, near-native fluency only
• 3+ years as an Executive Assistant, Personal Assistant, or Chief of Staff to a senior executive, HNWI, or founder
• Highly proactive - solves problems before they reach the principal
• Exceptional attention to detail and organizational discipline
• Discreet, trustworthy, and comfortable signing an NDA
• Reliable home office setup with stable internet and quiet working environment

Strong plus

• Arabic fluency (third language is highly valued)
• Fluent Russian (written and spoken)
• Experience supporting tech, SaaS, or hosting industry executives
• Background managing both business and personal affairs in parallel
• Comfortable with modern tools: Notion, Telegram, Slack, Gmail/Outlook, calendar apps, expense and travel platforms

Style fit

• Polished and professional in tone
• Comfortable in a fast-paced environment with shifting priorities
• Flexible with hours; not a 9-to-5 role
• Operates with quiet confidence - no drama, no excuses

What's Offered

• Competitive salary, commensurate with experience (discussed at interview)
• Long-term, stable position with significant scope for ownership and growth
• Direct working relationship with the principal