Overview

We’re looking for a highly organised, proactive and detail-oriented Executive Assistant to work directly with our Founder, reporting to the Chief of Staff. This role goes beyond traditional executive support – you’ll be a trusted partner in turning strategic ideas into clear, documented processes, helping to embed change across the organisation. You’ll balance classic EA responsibilities with hands-on change management tasks, ensuring that what starts as vision becomes day-to-day reality. If you’re quick on the uptake, thrive in dynamic environments, and can transform conversations into structured actions – this role is for you.

What you’ll do

• Manage the Founder’s calendar and priorities, ensuring efficient use of time and smooth scheduling
• Handle day-to-day executive assistant tasks: travel bookings, logistics, correspondence, meeting preparation
• Shadow the Founder in key meetings, capturing decisions and turning them into clear documentation, project plans, and follow-ups
• Maintain and continuously update internal documentation related to new initiatives, processes, and policies
• Coordinate with the Chief of Staff and Ops Director to plan, track, and report on organisational changes
• Support change management efforts: prepare communication plans, draft updates, ensure stakeholders are informed, and track adoption of new processes
• Facilitate workshops, check-ins, and follow-up sessions related to process rollouts and transformations
• Monitor progress of change initiatives, flag risks, and support mitigation actions
• Act as a point of contact between Founder, Chief of Staff, Operations Director and relevant stakeholders to ensure clarity and alignment
• Be available for occasional international travel (mainly to KSA) to support Founder during key meetings or organisational initiatives
• Proactively anticipate what’s needed to move ideas from concept to execution, with minimal hand-holding

What you’ll need

• Polish and English fluency (spoken and written) – must-have
• At least 3+ years of experience as an Executive Assistant, Chief of Staff Associate, Project Coordinator, or in a role supporting senior leadership
• High flexibility and adaptability – comfortable with shifting priorities, time zones, and ad-hoc requests
• Strong understanding of change management basics (communication, stakeholder alignment, documentation, monitoring adoption)
• Exceptional organisational skills – able to manage multiple threads while keeping high attention to detail
• Excellent written communication skills – able to translate strategic conversations into clear, structured outputs
• Proactive and solution-oriented mindset – you don’t wait to be told twice, you anticipate needs
• High level of discipline, discretion, and reliability – trusted with sensitive and confidential information
• Ability to build strong working relationships with executives and cross-functional teams
• Familiarity with tools like Google Workspace, Slack, Notion/Confluence, Asana/Jira or similar project tracking platforms
• Comfort working in a fast-paced, international environment with shifting priorities

What’s in it for you?

• A central role in scaling and professionalising the operations of a fast-growing digital agency
• Close collaboration with the Founder and Chief of Staff – exposure to strategic decision-making at the highest level
• Opportunity to shape how change is introduced and managed across the organisation
• Remote-first setup with flexibility, combined with opportunities to connect in Warsaw when needed
• A supportive, international team that values clarity, accountability, and results

Sound like your kind of setup? Apply now and help us turn vision into reality – with structure, clarity and impact ?

What We Offer

• ? B2B contract
• ? 8000 - 13 000 PLN net + VAT
• ? Flexible work mode (remote, office, or hybrid)
• ? Private healthcare (Enel-Med)
• ⚽ Co-financed Multisport card
• ? Modern office (WeWork Mennica Legacy Tower)
• ?? Apple equipment
• ? Regular team meetups and events