Executive Assistant

Summary

Join LLInformatics, a leading IT consulting firm, as a highly organized and proactive Executive/Personal Assistant supporting the CEO and CTO. Based in Warsaw, Poland (with remote options), you will manage their schedules, communications, travel, and meetings. You will also coordinate with internal and external stakeholders, maintain the company CRM, and contribute to various projects. This role requires strong organizational and multitasking skills, fluency in Polish and English, and proficiency with office software. LLInformatics offers flexible working hours, remote work options, comprehensive onboarding, a positive company culture, modern work methods, and top-notch equipment.

Requirements

• Have experience as an Executive or Personal Assistant
• Possess strong organizational and multitasking skills
• Are fluent in Polish and English (C1 or C2)
• Demonstrate proactive problem-solving and decision-making skills
• Show strong initiative and follow-through
• Are proficient with office tools and software, and willing to experiment with new tools and AI prompts
• Are not afraid to ask for help or guidance when needed
• Can learn and maintain internal systems
• Hold an active driving license
• Are willing to document and iterate working processes with C-level executives

Responsibilities

• Organize and manage CEO & CTO schedules
• Provide daily schedule overview and communicate important information
• Manage email inbox and LinkedIn communication
• Take notes and process them for the company CRM system
• Organize travel and accommodation, create itineraries, process expenses
• Coordinate internal and external meetings, prepare agendas, take minutes, document key decisions, and follow up on actions
• Manage relationships with external legal firms
• Act as a point of contact between CEO/CTO and internal teams/external stakeholders
• Assist in planning and executing additional projects
• Other administrative tasks, working with the back-office team, board, and vendors

Benefits

• Flexible Working Hours – We focus on results! Manage your time, keep your team informed about your availability, and attend key meetings
• Work from Anywhere – Choose your ideal setup! Work 100% remotely within the EU , go hybrid , or enjoy our Warsaw office , fully equipped for productivity
• Comprehensive Onboarding – From day one, we ensure you feel comfortable and supported, so you can quickly become part of the team
• Flat Structure – We value initiative and open communication. Every voice matters here!
• Positive Company Culture & Team Spirit – We create an environment where everyone feels appreciated and comfortable
• Modern Work Methods – We use cutting-edge project management techniques inspired by the IT world
• Transparent Communication – Regular 360° feedback sessions and mentor support to help you grow
• Top-Notch Equipment – Get a MacBook for your work. If you choose to work from our Warsaw office , you'll also have access to a 34” (16:9) widescreen monitor and an ergonomic standing desk
• Weekly English Lessons – Optional classes with a native speaker to help you improve your skills