Executive Administration Assistant

We are seeking a highly organized and proactive Executive Assistant to support our Executive team. In this critical role, you will be responsible for managing schedules, coordinating meetings, and facilitating effective communication within the organization. The ideal candidate will posses exceptional administrative skills, a keen attention to detail and the ability to work independently in a fast-paced environment.

This role will be can be performed in a hybrid model (min. 2 days 3 days on site per week), where you can strike a balance working from home and in the office. to match your needs and role requirements.

Preferred Location: Gdansk

Primary responsibilities:

• Work directly with 2-3 senior management members to support all aspects of their daily work routine
• Maintain executives’ calendars, including scheduling meetings, appointments, speaking engagements etc.
• Independently and efficiently coordinate complex meetings involving senior level internal and external participants
• Exercise discretion in committing the executives’ time and evaluating needs and apply judgment in handling sensitive and confidential financial, legal and company information 
• Arrange complex travel (domestic and international)
• Prepare, reconcile and submit expense reports in Oracle expense system
• Serve as a liaison between the executives, their teams and executive partners.
• Proactively determine priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate
• Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Prepare a variety of materials on a daily, weekly or monthly basis such as meeting handouts and meeting agendas
• Work collaboratively with others across multiple business lines and geographies 
• Support executive visits to the Poland offices; and execute various logistics; manage the changes as required;
• Actively support in house events; employee engagement routines as well as end to end delivery of annual staff event
• Flexibility in managing the additional tasks based on the current business needs and focus areas

Specific qualifications:

• 5 years of proven executive administrative experience in a fast paced environment
• Enjoys a rapidly changing environment; ability to adapt to changing priorities and meet deadlines 
• Excellent planning and organizational skills, being able ability to act in time pressure environment with high quality outcomes
• Strong Communication skills including exceptional writing, editing and proofreading skills as well as confidence in interactions with staff on all levels including senior management
• Proficiency in the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); advanced knowledge of Microsoft Outlook including calendar tasks, journals and contacts
• Modern and innovative working concepts and an ability to drive continuous improvements with processes, tools and approaches
• Exercise good judgment in the face of ambiguous information as well as the ability to use discretion in researching and analyzing problems 
• Strong interpersonal skills and customer-service oriented mindset with skills in establishing and maintaining effective working relationships at all levels 
• Demonstrates proactive and confident approach , self-motivated, willing to assume responsibility without direct supervision

We offer

• Permanent contract of employment from day one
• Additional holidays (Birthday Day Off, 3rd and 5th year anniversary Day Off)
• Gold medical package for employees and their families (partner and children)
• Premium life insurance package and private pension plan
• Employee savings plan
• MyBenefit Cafeteria benefits platform including Multisport Card
• Wide range of soft skills training, technical workshops, language classes and development programs
• Opportunities to volunteer your time to company-driven initiatives, employee networks or organizations of your choice
• Variety of well-being programs including Employee Assistance Program