Office & AI assistant

Madiff – an international IT consulting company – is looking for an energetic, well-organized, and proactive person to support the day-to-day operations of our office and project teams, while helping us automate repetitive operational work using AI tools. Your mission: assist our team and CEO and free up leadership time by improving and automating recurring operational processes and managing the day-to-day flow of the business using AI tools and agents. Your responsibilities: - Managing day-to-day office operations, documentation, and correspondence - Supporting CEO, HR, Sales, Recruitment, and Project teams - Running logistics and procurement, including courier scheduling, laptop and equipment ordering, and consultant travel planning - Managing and improving ATS workflows, including AI-assisted candidate uploads, tagging, screening support, and reporting - Supporting candidate and consultant events, including organization, invitations, follow-ups, and basic content preparation - Supporting onboarding and providing day-to-day assistance to consultants - Building simple AI and no-code workflows using tools such as ChatGPT, Claude, Zapier, Notion AI, and similar solutions - Automating recurring administrative and operational tasks and documenting standard operating procedures - Tracking operational KPIs and preparing weekly dashboards, including time-to-fill, cost per placement, event attendance, and operational bottlenecks - Continuously identifying repetitive manual processes that can be simplified or automated What we’re looking for: - 1–2 years of experience in office administration, recruitment support, operations, executive support, or a similar role - Hands-on experience using AI tools in daily work - Very good command of English and Polish, both spoken and written - Confident daily user of tools such as ChatGPT or Claude - Comfortable with no-code automation tools and eager to experiment with new solutions - You do not need to be a programmer, but you should be technically confident and comfortable connecting tools, working with simple APIs or integrations, and creating effective prompts - Strong organizational skills, independence, speed, and ability to manage multiple priorities - Good knowledge of MS Office, especially Excel, Word, and Outlook - Curiosity and a strong motivation to eliminate unnecessary manual work - Availability to work on-site in Warsaw What we offer: - Stable cooperation in an international environment - Opportunity to work closely with leadership and have a real impact on internal processes - Space to experiment with AI tools and introduce new automation solutions - Private medical care - Open and supportive work culture - Office in the center of Warsaw (WeWork), pet-friendly 🐶 - Fresh barista-made coffee every day ☕ and a relaxation area If you enjoy finding smarter ways to work, experimenting with AI, and turning repetitive tasks into automated processes, we’d love to hear from you.