Global Executive Assistant & Office Coordinator — Warsaw

Emply Denmark; Warszawa; Hybrid; PLN 90,000 - 120,000; Full time

Job summary

Urban Partners is seeking an Executive Assistant & Office Coordinator to join our Warsaw office, supporting country leaders in the UK and Poland and coordinating the Warsaw site. This dual role blends executive support with office administration in an international environment.

You will manage calendars, meetings, travel, expenses, and vendor coordination, while fostering a welcoming, well‑run office and contributing to a collaborative culture across locations.

Qualifications

• 3-6 years of experience in executive assistant and/or office coordination roles.
• Excellent written and spoken communication in English and Polish.
• Strong organizational skills and ability to coordinate multiple priorities.

Responsibilities

• Coordinate calendars and day-to-day administrative support for country leaders in UK and Poland.
• Arrange internal and external meetings, including logistics and hospitality for visitors.
• Organise travel, logistics, and track expenses.
• Coordinate subcontractors and suppliers, oversee office supplies and upkeep.
• Act as main contact for office matters and plan team social activities and events.

Skills

Executive support

Office coordination

English & Polish

Organisational skills

Stakeholder management

Digital proficiency

Job description

Urban Partners is seeking an Executive Assistant & Office Coordinator to join our Warsaw office, supporting country leaders in the UK and Poland and coordinating the Warsaw site. This dual role blends executive support with office administration in an international environment.

You will manage calendars, meetings, travel, expenses, and vendor coordination, while fostering a welcoming, well‑run office and contributing to a collaborative culture across locations.