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Executive Assistant (to C-suite member)

Executive Assistant (to C-suite member)

Flint GroupŁódź
7 days ago
Job description

Scope of duties :

We are looking for an Executive Assistant to support one of our C-level leaders in a permanent role.

You’ll play a vital part in keeping things organized, on time, and moving forward, with opportunities to grow into broader areas of responsibility over time.

Responsibilities :

  • Calendar Management : Schedule and coordinate meetings for ExCo (Global Board)​, appointments, and travel arrangements for the executive. Maintain and update the executive’s calendar, ensuring all commitments are met
  • Travel Coordination : Arrange travel itineraries, accommodations, and transportation for the executive. Prepare and manage travel expense reports
  • Meeting Preparation : Prepare agendas, documents, and presentations for meetings. Take detailed meeting minutes and follow up on action items
  • Communication Handling : Screen and direct phone calls and emails to the appropriate parties. Draft, review, and send out communications on behalf of the executive
  • Document Management : Organize and maintain files, documents, and records, both physical and digital. Prepare and edit reports, presentations, and correspondence
  • Project Assistance : Assist with the planning and execution of special projects and events. Monitor project timelines and deliverables, ensuring deadlines are met
  • Event Planning : Plan and organize executive events, meetings, and conferences. Handle logistics, catering, and guest lists for events
  • Relationship Management : Build and maintain positive relationships with clients, partners, and staff. Facilitate effective communication between the executive and other stakeholders
  • Expense Management : Track and reconcile the executive’s expenses. Prepare and submit expense reports for reimbursement
  • Problem Solving : Identify and resolve administrative issues and challenges. Provide solutions and recommendations to improve efficiency.

What we want :

  • Proven experience in executive support, ideally with exposure to international leadership teams
  • Bachelor's degree in business administration or a related field
  • Excellent English communication skills (written and spoken)
  • Strong organizational skills and attention to detail
  • Confident in using Microsoft Office and enterprise tools (e.g., HCL Notes, Concur, Zoom)
  • High level of integrity, discretion, and emotional maturity
  • Ability to work flexibly (non-standard hours occasionally required)
  • Energetic, proactive, and self-directed - you take ownership and make things happen.
  • What we offer :

  • Permanent Role - We offer stability and long-term development in an international organization
  • Work directly with a C-Suite Executive - A rare opportunity to be a strategic business partner at the highest level
  • Hybrid Work Model - Enjoy flexibility with remote work combined with presence in our Łódź office
  • Growth Potential - Learn from top leaders and shape your path toward future roles
  • Global Scope - Work with international teams and partners all over the world
  • Comprehensive Benefits - Private health care, life insurance, sports card, veterinary perks, and more
  • We Believe in Potential - If you’re curious and motivated to grow beyond your core responsibilities, we’re open to shaping the role around your evolving strengths Whether it’s supporting other business areas or stepping into new initiatives, we’re here for it.
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