Executive Administration Assistant

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support our executive team. In this critical role, you will be responsible for managing schedules, coordinating meetings, and facilitating effective communication within the organization. The ideal candidate will possess exceptional administrative skills, a keen attention to detail, and the ability to work independently in a fast-paced environment.

This role can be performed in a hybrid model (minimum 2 days on-site, 3 days remote per week), allowing you to balance work from home and in the office according to your needs and role requirements .

Preferred Location: Gdansk

Primary responsibilities:

1. Work directly with 2-3 senior management members to support all aspects of their daily work routine
2. Maintain executives’ calendars, including scheduling meetings, appointments, and speaking engagements
3. Independently and efficiently coordinate complex meetings involving senior internal and external participants
4. Exercise discretion in managing executives’ time and handling sensitive information
5. Arrange complex travel (domestic and international)
6. Prepare, reconcile, and submit expense reports using Oracle expense system
7. Serve as a liaison between executives, their teams, and partners
8. Proactively prioritize matters for executives and ensure appropriate follow-up
9. Keep executives informed of priority issues and ensure timely follow-up
10. Prepare materials such as meeting handouts and agendas on a daily, weekly, or monthly basis
11. Collaborate across multiple business lines and geographies
12. Support executive visits to Poland offices and manage related logistics
13. Assist in organizing in-house events and employee engagement activities
14. Manage additional tasks based on current business needs and focus areas

Specific qualifications:

1. At least 5 years of proven executive administrative experience in a fast-paced environment
2. Ability to adapt to changing priorities and meet deadlines
3. Excellent planning and organizational skills, with the ability to deliver high-quality outcomes under time pressure
4. Strong communication skills, including exceptional writing, editing, and proofreading, with confidence in interactions at all levels
5. Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), with advanced Outlook skills
6. Innovative mindset with the ability to drive process improvements
7. Good judgment and discretion in researching and analyzing problems
8. Strong interpersonal skills and a customer-service-oriented attitude
9. Proactive, confident, self-motivated, and responsible without requiring direct supervision

We offer:

1. Permanent employment from day one
2. Additional holidays (Birthday Day Off, 3rd and 5th-year anniversary days off)
3. Gold medical package for employees and families
4. Premium life insurance and private pension plan
5. Employee savings plan
6. MyBenefit Cafeteria platform, including Multisport Card
7. Training, workshops, language classes, and development programs
8. Opportunities to volunteer and engage in company initiatives
9. Well-being programs, including Employee Assistance Program

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