Executive Administrative Assistant

Job Title: Administrative Assistant 2 Location: Hybrid in Krakow, Poland (Software Engineering Hub)Type: Contract 12 monthsNote: This role will require a hybrid working model with a minimum of 3 days a week in the Krakow office. 5 days a week during the first 3 months.Job Title: Executive Assistant to the Site Leader Job description:We are looking for an exceptional Executive Assistant to support our Krakow Site Leader and the broader site leadership operations team. This position requires a self-starter who is empathetic, proactive, and action orientated. If you are a fast learner with stellar organizational skills and a proven talent for "changing chaos into order," this is the role for you. You will navigate an ever-changing, dynamic environment while remaining calm, collaborative, and focused on delivering value. Key ResponsibilitiesStrategic Partnership: Act as the right hand to our Krakow Site Leader, managing their full work schedule and workday rhythm, ensuring all tasks are actioned and prioritized effectively.Calendar & Schedule Management: Provide extensive calendar management; coordinate all internal and external meetings, including leadership/team meetings, off-sites, 1:1s, QBRs, and conference calls across multiple time zones.Communication & Confidentiality: Handle a large volume of incoming communications, acting as a liaison for the Site Leader. Use high-level discretion and maturity when handling details of a highly confidential or sensitive nature.Meeting & Event Coordination: Plan and coordinate meetings and special events (including onsite activities). Maintain and follow up on Action Item lists coming out of leadership and staff meetings.Travel & Expenses: Manage complex international and domestic travel arrangements, including multiple stops, changes, and visa applications. Process, manage, and report expenses in a timely manner according to company policy.Documentation & Prep: Provide comprehensive support in preparation for meetings. Prepare key documents and briefings, and create or edit presentations as needed. Maintain organizational charts if required.Workflow Optimization: Organize, prioritize, and coordinate multiple work activities simultaneously with a demonstrated ability to meet deadlines and bring order to complex situations. Requirements & AttributesExperience: 5+ years of work experience in an Administrative/Executive Assistant capacity, specifically supporting and/or reporting to an executive or senior leadership team.Language Skills: Fluency and high proficiency in English (speaking, reading, and writing - C1 level minimum).Key Traits: Highly empathetic, proactive, action-orientated, and a fast learner. Must possess a positive mindset and a highly adaptable attitude.Organizational Mastermind: Exceptional administrative skills with a proven track record of turning chaos into order. High attention to detail and excellent calendaring skills.Communication: Excellent written, verbal, and interpersonal communication skills with a high level of tact and professionalism. (A good sense of humour is highly welcome as we are a fun company!)Agility: Thrives in a fast-paced environment. Ability to deal with ambiguity, cope under pressure, and take initiative with minimal direction.Technical Proficiency: Strong ability to quickly learn new tools and applications.Exceptional skills in MS Office (Outlook, Word, Excel, PowerPoint, and SharePoint) as well as typical enterprise applications for expense, travel, procure/buy areas.Background: Exposure to working in a multinational, high-growth organization, particularly in engineering and software product companies, is a strong plus.Education: Bachelor’s degree preferred.