Executive Assistant w Warszawa, Polska

Our client is an international company operating in the beauty and cosmetics industry. For their Warsaw office, we are currently looking for an Executive Assistant who will provide close day-to-day support to the General Manager and work in strong partnership with the HR & Business Development Director .

This is a highly visible and trust-based role for someone who is organized, discreet, proactive, and confident in working with senior stakeholders. The position combines executive support, coordination, administration, HR-related tasks, and business-facing communication.

Key responsibilities

• Provide direct day-to-day support to the General Manager in business and operational matters
• Manage calendars, meetings, priorities, travel arrangements, flights, hotels, and business events
• Act as a coordination point between the General Manager, internal teams, and external stakeholders
• Support the smooth flow of information, documents, and follow-ups across the business
• Handle administrative tasks, expense coordination, contract archiving, and general office documentation
• Coordinate selected supplier-related matters and support supplier management
• Prepare presentations, reports, summaries, and business materials
• Support HR-related processes and selected recruitment activities, including coordination of the process up to decision-maker interview stage
• Maintain a high level of confidentiality and professionalism when working with sensitive information
• Support company events, internal coordination, and ad hoc operational projects
• Accompany the business on selected local and international trips when needed

What we are looking for

• Previous experience in a similar Executive Assistant , Personal Assistant , Office Manager , or Business Support role
• HR background or solid exposure to HR-related processes
• Very good organizational skills and the ability to manage multiple priorities
• Strong communication skills, diplomacy, and a solution-oriented mindset
• High level of reliability, discretion, and professional maturity
• Confidence in working with senior stakeholders and representing the company in a professional way
• Proactive approach and ability to operate independently in a dynamic environment
• Readiness to support both structured daily work and ad hoc business needs

Language requirements

• One of the following language combinations:
  • Slovak / English / Polish , or
  • Czech / English / Polish
• English is needed for communication across the wider business and regional context
• Polish is required for local support in Warsaw

Additional requirements

• Flexibility for business travel in Poland and internationally, especially to Slovakia, Czechia, Turkey, and the USA
• Valid Category B driving licence and active driving skills
• Readiness to work in a role closely connected to the General Manager’s daily agenda and business priorities
• Good command of MS Office, especially Outlook, Excel, Word, and PowerPoint

What the client offers

• Stable role in an international beauty business
• Close exposure to business operations and senior leadership
• International working environment
• Opportunity to travel within Poland and abroad
• Participation in company events and selected international business trips
• Private health insurance
• Product discounts
• Mobile phone available for private use
• Parking space for employees
• Office-based work environment
• Free coffee and tea
• Annual bonus potential and additional recognition for special projects