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.
Pełny etat
Niemcy
Wielka Brytania
Holandia
Irlandia
Norwegia
Szwajcaria