Poland-Based Executive Assistant & Office Operations Lead

Stealth Startup; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Stealth Startup in Warsaw, Poland is seeking an Executive Assistant & Office Coordinator to provide high-level support to our leadership and oversee day-to-day operations across Poland. You will manage calendars, coordinate meetings, arrange travel, and ensure smooth office logistics while collaborating with our Italy-based colleagues.

This role requires an organized, discreet, proactive professional who thrives in a fast-paced startup.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 3–6 years in Executive Assistance, C-suite support, or office coordination.
• Proven ability to manage complex calendars, meetings, and travel.
• Fluent English and native Polish proficiency.
• Experience in international, multi-location environments.

Responsibilities

• Provide executive support to senior leadership, including calendar management, meeting coordination, prioritisation, and preparation for key engagements.
• Coordinate meetings with internal and external stakeholders, preparing agendas, briefing materials, and relevant information as required.
• Track key actions and follow-ups from meetings and ensure agreed next steps are properly coordinated.
• Coordinate business travel and executive logistics, including itineraries, accommodation, transfers, conferences, and related documentation.
• Support the coordination of client meetings, conferences, leadership events, and internal company activities across Poland and Italy.
• Act as an operational liaison between the Poland and Italy teams, facilitating scheduling, communication, information flow, and day-to-day coordination.
• Support routine internal and external communications on behalf of senior leadership, maintaining a high standard of professionalism and discretion.
• Maintain organised stakeholder and contact information, ensuring relevant business relationships and interactions are properly documented.
• Oversee office administration and workplace operations in Poland, including facilities, supplies, equipment, visitors, and relationships with external service providers.
• Support employee onboarding, including workspace preparation, equipment, access, and administrative coordination.
• Contribute to the development and improvement of administrative and operational processes as the organisation grows.
• Handle sensitive business and organisational information with a high level of confidentiality, discretion, and professional judgement.

Skills

Calendar management

Stakeholder coordination

Time-management

Attention to detail

Proactive ownership

Excellent communication

Education

Bachelor's degree in Business Admin.

Tools

Microsoft Office 365

Outlook

Teams

Excel

PowerPoint

Notion

Asana

Monday.com

Job description

Stealth Startup in Warsaw, Poland is seeking an Executive Assistant & Office Coordinator to provide high-level support to our leadership and oversee day-to-day operations across Poland. You will manage calendars, coordinate meetings, arrange travel, and ensure smooth office logistics while collaborating with our Italy-based colleagues.

This role requires an organized, discreet, proactive professional who thrives in a fast-paced startup.