Job description
Description
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
