Executive Assistant

THE ROLE

As an Executive Assistant at InPost Group you will be a trusted partner to one of our Group C-suite leaders. You will manage complex schedules across time zones handle financial and operational administration end to end coordinate strategic events and support high-priority projects. You will be the person who makes things happen - reliably and always one step ahead.

WHAT YOULL DO

Executive Agenda & Priorities

• Act as the operational backbone for your executive - managing a complex multi-timezone agenda with the judgement to protect their time and focus on what matters most.
• Maintain leadership governance structures and ensure meetings decisions and follow-ups happen with clarity and rhythm.
• Anticipate needs before they arise resolve conflicts proactively and keep the executive always one step ahead.

Travel & Logistics

• Own end-to-end international travel coordination - from complex itineraries to on-the-ground logistics - with precision and zero margin for error.
• Manage corporate expenses and financial documentation accurately and on time.

Business Operations

• Drive purchasing invoicing approvals and document flows across SAP VIM Webcon and Jira - keeping operations moving without bottlenecks.
• Act as a reliable bridge between the executive and operational teams ensuring nothing falls through the cracks.

Stakeholder & Executive Coordination

• Build trusted relationships across Group functions - finance legal HR fleet - acting on behalf of your executive with professionalism and authority.
• Step in to support other C-suite executives during absences maintaining continuity and standards at the highest level.

Leadership Onboarding

• Design and deliver high-quality onboarding experiences for senior leaders - setting them up for impact and connection from day one.

Strategic Events & Programmes

• Play a key delivery role in high-profile leadership events - GELT meetings Senior Management Conference SheDelivers - owning logistics from planning through to on-site execution and reconciliation.

Emerging & Ad-hoc Priorities

• Be the executives go-to when new topics land - ready to take ownership of projects initiatives or coordination tasks that dont yet have a home.
• Bring structure to ambiguity move fast and proactively look for ways to make things work better.

Qualifications :

• Proven experience as an Executive Assistant or Personal Assistant supporting senior leaders in a fast-paced international environment.
• Outstanding organisational skills - able to prioritise competing demands calmly and reliably.
• Fluent in English and Polish (written and spoken).
• Confident using enterprise systems: SAP BeeOffice VIM Webcon Jira - or quick to learn.
• High level of discretion and professionalism with sensitive and confidential information.
• Prior C-suite or Board-level support experience is a strong advantage.
• Comfortable with ambiguity - able to make decisions and move forward in a fast-changing environment.
• Strong attention to detail especially in high-stakes communications and scheduling.
• Proactive by nature - you spot problems before they happen and act without waiting to be asked.
• Experience working across multiple stakeholders or executives simultaneously.
• Active user of AI tools (Copilot ChatGPT Claude etc.) - you use them daily to draft summarize plan and prioritize.

Additional Information :

WHY INPOST

• Direct access to Group-level leadership and strategic decisions you will be in the room where things happen.
• A company that genuinely moves fast and values initiative your ideas and improvements are welcome from day one.
• Exposure to a multi-market international organisation operating across 9 European countries.
• A culture that embraces new ways of working including AI we invest in tools that make your work smarter.
• Real visibility: the work you do directly enables the people leading InPosts growth.
• Warsaw HQ with a dynamic and diverse international team.

Remote Work :

No

Employment Type :

Full-time