Flying Bisons

Executive Assistant

Flying Bisons

full-time

Posted on:

Location Type: Hybrid

Location: Warsaw • 🇵🇱 Poland

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Salary

💰 PLN 8,000 - PLN 13,000 per month

Job Level

Mid-LevelSenior

About the role

  • Manage the Founder’s calendar and priorities, ensuring efficient use of time and smooth scheduling
  • Handle day-to-day executive assistant tasks: travel bookings, logistics, correspondence, meeting preparation
  • Shadow the Founder in key meetings, capturing decisions and turning them into clear documentation, project plans, and follow-ups
  • Maintain and continuously update internal documentation related to new initiatives, processes, and policies
  • Coordinate with the Chief of Staff and Ops Director to plan, track, and report on organisational changes
  • Support change management efforts: prepare communication plans, draft updates, ensure stakeholders are informed, and track adoption of new processes
  • Facilitate workshops, check-ins, and follow-up sessions related to process rollouts and transformations
  • Monitor progress of change initiatives, flag risks, and support mitigation actions
  • Act as a point of contact between Founder, Chief of Staff, Operations Director and relevant stakeholders to ensure clarity and alignment
  • Be available for occasional international travel (mainly to KSA) to support Founder during key meetings or organisational initiatives
  • Proactively anticipate what’s needed to move ideas from concept to execution, with minimal hand-holding

Requirements

  • Polish and English fluency (spoken and written) – must-have
  • At least 3+ years of experience as an Executive Assistant, Chief of Staff Associate, Project Coordinator, or in a role supporting senior leadership
  • High flexibility and adaptability – comfortable with shifting priorities, time zones, and ad-hoc requests
  • Strong understanding of change management basics (communication, stakeholder alignment, documentation, monitoring adoption)
  • Exceptional organisational skills – able to manage multiple threads while keeping high attention to detail
  • Excellent written communication skills – able to translate strategic conversations into clear, structured outputs
  • Proactive and solution-oriented mindset – you don’t wait to be told twice, you anticipate needs
  • High level of discipline, discretion, and reliability – trusted with sensitive and confidential information
  • Ability to build strong working relationships with executives and cross-functional teams
  • Familiarity with tools like Google Workspace, Slack, Notion/Confluence, Asana/Jira or similar project tracking platforms
  • Comfort working in a fast-paced, international environment with shifting priorities
Benefits
  • Private healthcare (Enel-Med)
  • Co-financed Multisport card
  • Apple equipment
  • Regular team meetups and events

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
change managementproject planningdocumentationstakeholder alignmentmonitoring adoptionlogistics coordinationtravel bookingmeeting preparationorganisational change trackingrisk mitigation
Soft skills
flexibilityadaptabilityorganisational skillsattention to detailwritten communicationproactive mindsetsolution-orienteddisciplinediscretionrelationship building