Informacje o stanowisku

For our international Client we are currently seeking a highly organized and proactive Executive Assistant to support four members of the Leadership Team. This role is essential for ensuring smooth, efficient, and professional coordination of executive activities. The person in this position will manage complex schedules, coordinate meetings and business events, organize travel arrangements, and prepare materials and documentation for leadership.

This is a high-impact operational and strategic role requiring excellent communication skills, strong attention to detail, and the ability to thrive in a fast-paced international environment.

Key Responsibilities:

Managing calendars for four senior leaders simultaneously

Scheduling and coordinating meetings, videoconferences, and business events

Prioritizing tasks and responding quickly to changes in schedules

Managing scheduling conflicts and recommending optimal solutions

Preparing meeting agendas, materials, and presentations

Taking meeting minutes and preparing summaries

Preparing reports, documents, and presentations for the Leadership Team

Handling email and phone correspondence in English

Collaborating with international teams and external partners

Coordinating domestic and international business travel (flights, hotels, transportation) and processing travel expenses

Managing documentation, records, and information flow within the company

Facilitating cooperation with internal departments such as Legal, HR, Finance, and Operations

Candidate Requirements:

Minimum 3 years of experience in an executive-level administrative role (e.g., Executive Assistant), preferably supporting international teams

Fluent English (C1 level)

Experience supporting cross-functional leadership teams

Exceptional organizational and time-management skills

Strong multitasking and prioritization abilities

Ability to work effectively in a dynamic, changing environment

Familiarity with travel, expense, and calendar management tools

Proactive mindset and strong problem-solving skills

Excellent communication and interpersonal skills.

High attention to detail and commitment to delivering high-quality work

Strong proficiency in documentation and record-keeping (including meeting minutes)

Our Client Offers:

• A stable and long‑term opportunity within an international, fast‑growing organization operating in the corporate intelligence
• Attractive financial conditions, including a competitive base salary and an additional annual bonus.
• Comprehensive and appealing benefits package,
• A hybrid work model, and a modern office located in Warsaw ( Centrum)

Hays Poland sp. z o.o. jest agencją zatrudnienia zarejestrowaną w rejestrze prowadzonym przez Marszałka Województwa Mazowieckiego pod numerem 361.

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