Executive & Personal Assistant to Tech Executive

Ultahost, inc; Poland; On-site; PLN 90,000 - 120,000; Full time

Job summary

Ultahost, inc in Poland seeks a high-caliber Executive & Personal Assistant to support a senior tech executive both personally and professionally. This dynamic role requires exceptional organizational and communication skills, with fluency in English and Russian being a strict necessity. The successful candidate will manage schedules, coordinate travel, and address personal logistics while ensuring discretion and professionalism.

The position offers a competitive salary, significant growth potential, and direct collaboration with the principal. This is not a traditional 9-to-5 role; flexibility and problem-solving are key.

Qualifications

• 3+ years as an Executive Assistant, Personal Assistant, or Chief of Staff.
• Near-native fluency in English and fluent in Russian.
• Experience supporting tech or SaaS executives.

Responsibilities

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

Skills

Perfect written and spoken English

Fluent Russian

Exceptional attention to detail

Proactive problem-solving

Highly organized

Comfortable with modern tools

Discreet and trustworthy

Tools

Notion

Telegram

Slack

Gmail/Outlook

Calendar apps

Job description

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

Poland

Full-Time

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.

The ideal candidate is exceptionally organized, anticipates needs before they're voiced, communicates with absolute precision in both English and Russian, and represents the principal with professionalism in every interaction.

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

• 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
• 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