Role Summary

The Administrative Assistant is responsible for ensuring the efficient daily functioning of the Poznań office, overseeing office facilities and coordinating business travel. The role also involves providing reliable administrative assistance to the Managing Director, Poland, and the wider local team.

The successful candidate will take a proactive and service-focused approach, anticipate business needs, resolve day-to-day operational matters, and help maintain an organised, professional and welcoming office environment.

Key Responsibility Areas

Office and Facilities Management

• Oversee the daily operations of the Poznań office and ensure its efficient functioning.
• Manage office facilities, including maintenance, repairs, service providers, supplies, equipment and furniture.
• Maintain regular contact with the landlord, building management, suppliers and external service providers.
• Coordinate office access arrangements, keys, access badges, visitors, health and safety matters, and other workplace-related needs.
• Ensure the office remains tidy, functional and welcoming, while coordinating office events, meetings and occasional team activities.

Travel Coordination

• Organise business travel within Poland and internationally, including flights, rail travel, accommodation and local transportation.
• Provide practical assistance to employees with travel-related changes, cancellations and other arrangements.
• Ensure travel bookings are efficient and in line with company policies, maintaining accurate records and supporting documentation.
• Coordinate travel arrangements for visitors and colleagues travelling from other offices.

Support to the Managing Director

• Provide ongoing administrative support to the Managing Director, including calendar management, scheduling meetings and coordinating appointments.
• Arrange internal and external meetings, ensuring that meeting rooms, relevant materials and refreshments are prepared.
• Draft and prepare documents, presentations, correspondence and other administrative materials.
• Support the processing of expenses and invoices, contribute to local projects and respond to ad hoc requests.
• Maintain confidentiality and exercise sound judgement when dealing with sensitive information.

General Administration

• Serve as a primary contact for employees regarding office operations, business travel and general administrative matters.
• Coordinate invoice-related activities and cooperate with the Finance team and other internal departments.
• Maintain accurate, structured and up-to-date records and documentation.
• Assist with employee onboarding by coordinating workplace arrangements, equipment and access permissions.
• Welcome visitors and provide administrative assistance to the wider team as needed.

Stakeholder Management

Internal Stakeholders

Managing Director, Poland; employees based in the Poznań office; Finance, HR and IT teams; and colleagues visiting from other offices.

External Stakeholders

Landlord and building management; travel providers; suppliers; maintenance companies and external contractors; visitors and business partners.

Job Requirements

Education and Qualifications

A relevant vocational qualification or education in administration, business or a related field is desirable. Relevant practical experience may be considered an alternative to formal education.

Role Level

Mid-level administrative support position involving a significant degree of responsibility, independent decision-making and autonomy within a small office environment.

Relevant Professional Experience

Previous experience in administration, office management, executive support, business travel coordination or a comparable position is required. Experience supporting senior management or independently overseeing office operations would be an advantage.

Certifications and Training

No specific certifications are required. Additional training in office administration, facilities coordination, workplace health and safety or travel management would be beneficial.

Language Requirements

Fluent Polish and good command of written and spoken English.

Key Skills

Technical Skills

• Proficiency in Microsoft Office applications, particularly Outlook, Word and Excel.
• Experience with calendar management, meeting arrangements and business travel planning.
• Ability to manage invoices, expense documentation and administrative records.
• Knowledge of office facilities coordination, supplier management and workplace administration.

Soft Skills

• Excellent organisational skills, reliability, initiative and a strong sense of responsibility, combined with attention to detail.
• Ability to handle competing priorities, work efficiently and take initiative without requiring constant direction.
• A professional, approachable and service-oriented attitude towards colleagues, suppliers and visitors.
• Strong practical problem-solving skills and the ability to work independently in a flexible environment.
• Discretion and integrity when handling confidential or sensitive matters.
• Effective communication and interpersonal skills, supported by a positive, solution-oriented approach.