Executive Assistant

We’re looking for a highly organised, proactive and detail-oriented Executive Assistant to work directly with our Founder, reporting to the Chief of Staff.

This role goes beyond traditional executive support – you’ll be a trusted partner in turning strategic ideas into clear, documented processes, helping to embed change across the organisation. You’ll balance classic EA responsibilities with hands-on change management tasks, ensuring that what starts as vision becomes day-to-day reality.

If you’re quick on the uptake, thrive in dynamic environments, and can transform conversations into structured actions – this role is for you.

🛠️ What you’ll do

• Manage the Founder’s calendar and priorities, ensuring efficient use of time and smooth scheduling

• Handle day-to-day executive assistant tasks: travel bookings, logistics, correspondence, meeting preparation

• Shadow the Founder in key meetings, capturing decisions and turning them into clear documentation, project plans, and follow-ups

• Maintain and continuously update internal documentation related to new initiatives, processes, and policies

• Coordinate with the Chief of Staff and Ops Director to plan, track, and report on organisational changes

• Support change management efforts: prepare communication plans, draft updates, ensure stakeholders are informed, and track adoption of new processes

• Facilitate workshops, check-ins, and follow-up sessions related to process rollouts and transformations

• Monitor progress of change initiatives, flag risks, and support mitigation actions

• Act as a point of contact between Founder, Chief of Staff, Operations Director and relevant stakeholders to ensure clarity and alignment

• Be available for occasional international travel (mainly to KSA) to support Founder during key meetings or organisational initiatives

• Proactively anticipate what’s needed to move ideas from concept to execution, with minimal hand-holding
  

  
  

🧠 What you’ll need

• Polish and English fluency (spoken and written) – must-have

• At least 3+ years of experience as an Executive Assistant, Chief of Staff Associate, Project Coordinator, or in a role supporting senior leadership

• High flexibility and adaptability – comfortable with shifting priorities, time zones, and ad-hoc requests

• Strong understanding of change management basics (communication, stakeholder alignment, documentation, monitoring adoption)

• Exceptional organisational skills – able to manage multiple threads while keeping high attention to detail

• Excellent written communication skills – able to translate strategic conversations into clear, structured outputs

• Proactive and solution-oriented mindset – you don’t wait to be told twice, you anticipate needs

• High level of discipline, discretion, and reliability – trusted with sensitive and confidential information

• Ability to build strong working relationships with executives and cross-functional teams

• Familiarity with tools like Google Workspace, Slack, Notion/Confluence, Asana/Jira or similar project tracking platforms

• Comfort working in a fast-paced, international environment with shifting priorities
  
  

🚀 What’s in it for you?

• A central role in scaling and professionalising the operations of a fast-growing digital agency

• Close collaboration with the Founder and Chief of Staff – exposure to strategic decision-making at the highest level

• Opportunity to shape how change is introduced and managed across the organisation

• Remote-first setup with flexibility, combined with opportunities to connect in Warsaw when needed

• A supportive, international team that values clarity, accountability, and results

Sound like your kind of setup?

Apply now and help us turn vision into reality – with structure, clarity and impact 🧡

What we offer

🤝 B2B contract
 💰 8000 - 13 000 PLN net + VAT
 🌍 Flexible work mode (remote, office, or hybrid)
 🍀 Private healthcare (Enel-Med)
 ⚽ Co-financed Multisport card
 🏢 Modern office (WeWork Mennica Legacy Tower)
 👨‍💻 Apple equipment
 🎉 Regular team meetups and events