CEO Assistant / Management Board Office Coordinator

As an Administrative Assistance Specialist, you'll play a crucial role in supporting our operations and contributing to the smooth workflow within the organization. You'll manage a variety of tasks with some independence, ensuring that all administrative needs are met efficiently. This role is ideal for those with some experience in administrative support who are looking to develop their skills further in a supportive environment.

Responsibilities

- Manage the CEO's calendar, internal and external meeting

- Coordinate domestic and international business travel arrangements.

- Prepare presentations, reports, manage correspondence, and meeting materials i.e. Prepare summaries, reports, briefing materials, and meeting notes

- Handle confidential information with the highest level of professionalism and discretion.

- Serve as a point of contact between the CEO and internal or external stakeholders.

- Manage administrative processes and documentation related to the CEO's office.

- Coordinate Management Board meetings, including scheduling, logistics, and documentation.

- Ensure proper document archiving and compliance with internal governance requirements.

- Support internal communications, including leadership messages, employee updates, presentations, company events, and internal communication channels.

- Support and manage company events.

Skills

- Advanced Document Preparation: Proficient use of word processing software to create and format complex documents.

- Enhanced Communication: Excellent verbal and written communication skills for effective interaction.

- Advanced Organization: Strong organizational skills for handling various administrative tasks efficiently.

- Improved Time Management: Enhanced ability to manage multiple tasks and deadlines.

- Customer Service: Professional handling of more complex inquiries and interactions.

- Detailed Research: Ability to conduct more thorough research and compile comprehensive summaries.

- Expense and Budget Management: Proficient in tracking and managing expenses and supporting budget control.

- Office Software Expertise: Proficient in a wider range of business software applications.

- Internal Communication: Ability to support clear, timely, and effective communication across internal teams and stakeholders.

- Fluent Polish and English language skills with excellent verbal and written communication abilities in an international business environment.

What We Offer

- Stable, full-time employment in a growing organization.

- The opportunity to make a real impact on how our teams work together.

- A flexible hybrid working model.

- Private medical care.

- An employer-subsidized MultiSport card.

- An additional day off on your birthday.

- “10+ Leave” Program: 10 additional days of paid leave for employees with at least 10 years of total work experience.

- Work-Life Balance Fridays: Finish work two hours earlier on the second Friday of each month.

- Holiday allowance (“vacation benefit”).

- Access to training and professional development.

- A friendly working environment and support from an experienced team.

Ready to join our team?

Apply now and help us keep our operations organized, connected, and running smoothly.

Our Interview Practices

To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we’re getting to know you—not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.

Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.