Office & AI assistant

Niezastapiona; Warszawa; Presencial; PLN 60 000 - 90 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Private medical care

Office in center of Warsaw (WeWork)

Pet-friendly

Fresh barista-made coffee

Relaxation area

Resumo da oferta

Madiff, an international IT consulting company, is seeking an energetic operations assistant to support day-to-day office activities and project teams. You will automate repetitive operational tasks using AI tools and help streamline processes for leadership.

Responsibilities include managing office operations, supporting CEO and teams, coordinating logistics and procurement, building simple AI workflows with ChatGPT, Claude, Zapier, and Notion AI, and tracking KPIs with weekly dashboards.

Qualificações

• 1–2 years in office administration, operations, or related roles.
• Hands-on experience using AI tools in daily work.
• Very good command of English and Polish, written and spoken.
• Confident daily user of tools such as ChatGPT or Claude.
• Comfortable with no-code automation tools and integrating tools via simple APIs or prompts.

Responsabilidades

• Manage day-to-day office operations, documentation and correspondence.
• Support CEO, HR, Sales, Recruitment, and Project teams.
• Coordinate logistics and procurement for equipment and travel.
• Improve ATS workflows with AI-assisted uploads, tagging, screening, and reporting.
• Build simple AI workflows using ChatGPT, Claude, Zapier, Notion AI, and similar tools.

Conhecimentos

AI tools usage

English & Polish

No-code automation

APIs & integrations

MS Office (Excel/Word/Outlook)

organization skills

on-site in Warsaw

Ferramentas

ChatGPT

Claude

Zapier

Notion AI

Descrição da oferta de emprego

Madiff – an international IT consulting company – is looking for an energetic, well-organized, and proactive person to support the day-to-day operations of our office and project teams, while helping us automate repetitive operational work using AI tools.

Your mission

assist our team and CEO and free up leadership time by improving and automating recurring operational processes and managing the day-to-day flow of the business using AI tools.

Your responsibilities

• Managing day-to-day office operations, documentation, and correspondence
• Supporting CEO, HR, Sales, Recruitment, and Project teams
• Running logistics and procurement, including courier scheduling, laptop and equipment ordering, and consultant travel planning
• Managing and improving ATS workflows, including AI-assisted candidate uploads, tagging, screening support, and reporting
• Supporting candidate and consultant events, including organization, invitations, follow-ups, and basic content preparation
• Supporting onboarding and providing day-to-day assistance to consultants
• Building simple AI and no-code workflows using tools such as ChatGPT, Claude, Zapier, Notion AI, and similar solutions
• Automating recurring administrative and operational tasks and documenting standard operating procedures
• Tracking operational KPIs and preparing weekly dashboards, including time-to-fill, cost per placement, event attendance, and operational bottlenecks
• Continuously identifying repetitive manual processes that can be simplified or automated

What we’re looking for

• 1–2 years of experience in office administration, recruitment support, operations, executive support, or a similar role
• Hands-on experience using AI tools in daily work
• Very good command of English and Polish, both spoken and written
• Confident daily user of tools such as ChatGPT or Claude
• Comfortable with no-code automation tools and eager to experiment with new solutions
• You do not need to be a programmer, but you should be technically confident and comfortable connecting tools, working with simple APIs or integrations, and creating effective prompts
• Strong organizational skills, independence, speed, and ability to manage multiple priorities
• Good knowledge of MS Office, especially Excel, Word, and Outlook
• Curiosity and a strong motivation to eliminate unnecessary manual work
• Availability to work on-site in Warsaw

What we offer

• Stable cooperation in an international environment
• Opportunity to work closely with leadership and have a real impact on internal processes
• Space to experiment with AI tools and introduce new automation solutions
• Private medical care
• Open and supportive work culture
• Office in the center of Warsaw (WeWork), pet-friendly
• Fresh barista-made coffee every day and a relaxation area

If you enjoy finding smarter ways to work, experimenting with AI, and turning repetitive tasks into automated processes, we’d love to hear from you.