Executive Assistant – Warsaw Hub

The Role

Who you will work with

You will report to the Senior Manager VA Team while working collaboratively with colleagues across London Delhi Hyderabad Newcastle and Warsaw ensuring a seamless delivery of service across locations.

Job Overview

The Global Business Support (GBS) function provides high-quality support to Clifford Chance offices worldwide through its various teams including Document Production Design Studio Junior Executive Assistants Virtual Assistants and World Firm EAs.

As an Executive Assistant (EA) you will provide dedicated support to allocated GBS stakeholders assisting with a range of executive and administrative tasks. The role requires flexibility with key working hours spanning from morning to evening. Adjustments to working hours may be expected upon reasonable request.

What you will be responsible for

You will be responsible for providing comprehensive executive assistance to your assigned stakeholders. The role involves supporting up to five stakeholders with allocations not fixed by job title; responsibilities may shift so adaptability and flexibility are essential.

What you will do

As an EA you will provide executive assistance and support to the allocated Stakeholders including and not limited to:

• Inbox Management: Prioritise and streamline email correspondences keeping the inbox organised and junk-free. File emails systematically to prevent overflow and ensure easy retrieval. Respond on behalf of the stakeholder when required.
• Calendar & Meeting Management: Proactively plan and manage dynamic calendars resolving scheduling conflicts efficiently. Arrange meeting logistics including agendas pre-reads and coordination. Attend meetings take minutes and circulate action points in a timely manner.
• Travel Management: Organise comprehensive travel itineraries including flights rail taxis hotels visas and travel insurance. Ensure calendars are updated with logistical details and maintain structured travel records.
• Expense & Budget Management: Accurately and promptly submit claims (expenses mileage etc.) with quick turnaround times. Assist with invoice processing purchase orders and budget tracking as required and delegate to Administrative Assistants appropriately.
• Documentation & Data Management: Prepare and maintain accurate documentation including reports presentations and correspondences. Manage document control via iManage and other relevant platforms ensuring efficient record-keeping.
• Project Coordination: Support stakeholders by researching compiling and analysing project data. Draft and review status reports escalate risks and issues and monitor project milestones. Make informed decisions independently to meet critical deadlines.
• Confidentiality & Integrity: Maintain the highest level of discretion and professionalism. Adhere to policies procedures and regulatory requirements while fostering trust and reliability in stakeholder interactions.
• Collaboration & Team Engagement: Work closely with stakeholders ensuring seamless communication. Actively contribute to the VA Team in all offices assist in onboarding new team members and provide absence cover when needed.
• Ad-Hoc Support: Assist with various ad-hoc tasks including onboarding new hires managing distribution lists organising off-sites and team gatherings and supporting stakeholder upskilling initiatives

Qualifications :

Your Experience

Qualifications

Your Experience and Skills

• Bachelors degree required; Masters/MBA from a reputed institute preferred.
• 5 years of experience preferably in a multinational organisation with cross-cultural exposure.
• Proven experience supervising teams in a professional services environment with a strong focus on service delivery and performance management.
• Prior experience supporting senior leadership including minute-taking presentation creation and managing Excel-based reports.
• Project or programme management experience is desirable; coaching will be provided if needed.

Stakeholder Management

• Strong stakeholder management skills with the ability to influence and challenge at all levels.
• Comfortable working across international regional and local contexts.
• Structured and strategic approach to balancing long- medium- and short-term team priorities.
• Strong organisational and delegation skills.

Communication & Collaboration

• Flexible and effective communicator both verbally and in writing with proficiency in English and Polish required.
• Maintains regular and transparent communication with managers and colleagues.
• Approachable helpful and adaptable in a dynamic team environment.

Analytical & Problem Solving

• Strong analytical skills with the ability to gather interpret and present data insights.
• Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.
• Makes sound decisions based on available information or guidance.
• Proactively identifies opportunities to improve service quality based on stakeholder feedback.

Work Ethic & Professionalism

• Demonstrates resilience and the ability to manage competing deadlines under pressure.
• Quick learner with a proactive results-driven mindset.
• Able to manage workload independently and as part of a team.
• Exceptional attention to detail in all tasks and deliverables.
• Confident handling new and unfamiliar situations.

How we will support you

From your first day with us you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training informal coaching and mentoring through to skills-based and technical training and on the job learning

Additional Information :

Our Warsaw Hub

The Warsaw Hub is designed to help clients move faster smarter and with confidence. Joining us means becoming part of a dynamic and interconnected global network. Every day and on each project you will connect with your colleagues across the world. You will learn you will grow and you will take your career in the direction you want.

We are closely integrated with the core business of Clifford Chance. This means frequent interactions with senior stakeholders providing our team with invaluable insights. This close integration ensures that our work is aligned with the firms overall goals and vision.

The Warsaw Hub requires individuals with advanced capabilities and the ability to engage in thought-partnering with Clifford Chances lawyers and partners. This means that our team members are not just executing tasks but are actively contributing to the development of innovative legal solutions. This collaborative environment fosters professional growth and ensures that our team is always at the cutting edge of the legal industry.

You will work in the heart of the city. Warsaw is a friendly place to live and to work and has a cosmopolitan environment

Hybrid Working

Due to the nature of this role new joiners are expected to attend the office four days per week during the initial training period transitioning to a hybrid schedule of three days per week thereafter with flexibility to increase attendance if business needs require.

Equal Opportunities

At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age.  This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.

Remote Work :

No

Employment Type :

Full-time