Executive Assistant & Polish Administration Coordinator

Company: TrustSEC Sp. z o.o. Location: Szczecin & Surroundings (Hybrid) Availability: Immediate Start Contract Type: Paid Trial Period → Fixed-term Replacement Contract (until 31.12.2027) → Permanent Employment About TrustSEC Sp. z o.o. TrustSEC Sp. z o.o. is a dynamic organization where efficiency and professional communication are at the core of our operations. We are looking for a dedicated individual to join our team in Szczecin to ensure our administrative processes and Board support are handled with the highest standards of excellence. The Role As the Executive Assistant & Polish Administration Coordinator, you will be the backbone of our office operations. Your role is two-fold: providing direct, high-level support to the Board of Directors and managing the daily administrative "workflow" of the company. This position requires a specialist who is comfortable representing the company in official Polish institutions and managing complex organizational tasks. Key Responsibilities: - Executive & Office Workflow: Follow and optimize office procedures to ensure maximum efficiency. Support the Board and other teams with scheduling meetings, disseminating correspondence, and redirecting calls. - Official & Banking Representation: Independently handle all "sprawy urzędowe" (administrative and government matters) and banking procedures in Szczecin. - Documentation & Translation: Maintain effective filing systems for records. Provide professional translations from Polish to English when required and attend Polish-language meetings. - Financial & Contract Management: Monitor office expenditures and handle all office-related contracts, including rent and service agreements. Perform basic bookkeeping and update the accounting system. - Vendor & Supply Management: Monitor office supply inventory, place orders, and assist in managing relationships with vendors. - Marketing & Recruitment Support: Contribute to the implementation of marketing activities and post job vacancies as needed. - Front-of-House: Greet and assist visitors and handle potential customer complaints or issues with professionalism. Your Profile - Language Skills: Native/Bilingual Polish (essential for official government and banking matters) and Excellent English (speaking and writing). - Experience: Proven experience as an office coordinator, executive assistant, or in a similar administrative role. - Technical Proficiency: Outstanding knowledge of MS Office and experience with office equipment (scanners, etc.). - Organizational Mastery: Highly organized with the ability to prioritize, multi-task, and work under pressure. - Personal Attributes: Reliable, patient, professional, and possessing excellent interpersonal skills. - Education: Associate’s or Bachelor’s degree (BSc/Ba in Business Administration or a relevant field is a plus). - Location: Ability to work in a hybrid model from Szczecin or the immediate area to facilitate frequent in-person visits to local banks and offices. What We Offer - Clear Career Path: We start with a paid trial period, followed by a fixed-term replacement contract (umowa na zastępstwo) until the end of 2027, with the goal of transitioning into a permanent employment contract. - Modern Environment: A hybrid work culture at TrustSEC Sp. z o.o. that values efficiency and independence. How to Apply Please submit your CV in English. Note: Please include the following clause in your application to comply with 2026 data protection regulations (RODO): "I hereby consent to the processing of my personal data by TrustSEC Sp. z o.o. for the purposes of the recruitment process in accordance with the applicable labor law and data protection regulations."