Job Title: Personal Assistant / Assistant Office Manager
Location: Warsaw, Poland
Job Type: Full-time office based in Warsaw.
Reports To: CEO / Business Owner

My client, a premium coffee brand with over 15 years of experience in high-quality espresso and vending solutions, is expanding their franchise network in Poland and is seeking a CEO Assistant in Warsaw to work closely with the founders. As they set up our new office, they’re looking for a proactive and organised individual to join the small team.

Role Summary

As the Personal Assistant / Office Manager, you will be instrumental in ensuring the office runs smoothly. This is an ideal role for a graduate looking to gain hands-on experience in business administration and HR within a small but fast-growing company. Youll assist in a wide range of tasks, from administrative support and office management to basic HR processes involved in setting up a new business.

Key Responsibilities

• Business Administration:
  • Manage day-to-day office tasks, including filing, scheduling, and coordinating meetings.
  • Support document management, including contracts, invoices, and business records.
  • Assist with budget tracking, expenses, and reporting.
• Office Setup and Management:
  • Oversee the setup of our new Warsaw office, including coordinating with vendors and suppliers.
  • Ensure a well-organized and welcoming office environment for both clients and staff.
• HR Support:
  • Help establish basic HR processes, such as onboarding and payroll setup.
  • Maintain employee records and support the implementation of office policies.
• Personal Assistance to the CEO:
  • Provide administrative support to the CEO, managing their calendar, travel arrangements, and correspondence as needed.
  • Assist in organizing any client or team events and act as the main point of contact for internal and external communications.
  • Translating important documents from Polish to English.

Requirements

• Bachelors degree in Business Administration, HR, or a related field (recent graduates are welcome to apply).
• Strong organizational skills with the ability to manage multiple tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software.
• Essential – min. C1 in Polish and min. B2 English – a high school diploma or higher or other certification at this language level is needed if either language is not your first language.
• Desirable -knowledge of Ukrainian or Russian.
• A proactive, problem-solving attitude and an eagerness to take on new challenges.

What We Offer

• Opportunity to grow with a new and dynamic company.
• Flexible work environment with a welcoming and collaborative team.
• Salary 6,500 PLN UoP Gross Monthly with room for development as the company expands.
• Professional development opportunities, including exposure to various aspects of business management in a small enterprise.