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Executive Personal Assistant


  • Warszawa

    Warszawa, Masovian
  • offer expired over a month ago
  • contract of mandate, B2B contract
  • full-time
  • assistant
  • hybrid work

Your responsibilities

Founder’s Support

-Manages Founder’s schedule using discretion in establishing priorities.

-Schedules business and private appointments, coordinates meeting and travel arrangements.

-Serves as a gatekeeper, understanding in varying degree the requirements of the Founder.

-Manages Founder’s travel arrangements (business and private) and proactively coordinates the preplanning of travel including arrangement of appropriate documents and materials.

-Independently facilitates the work of the Founder by establishing, organizing and maintaining files, records and other related materials as required. Anticipates the Founder’s needs, proactively acts accordingly and delegates when appropriate.

-Serves as a liaison between Founder, Clients, Team and outside organizations to ensure efficient and timely flow of work and assist in facilitating action and responses as needed.


-Manages incoming and outgoing communications (written, verbal and electronic). Drafts letters, emails, reports and presentations on behalf of the Founder.

-Prepares/formats correspondence and reports on regular basis. Routes and responds to correspondence on behalf of the Founder. Handles telephone inquiries and requests; responds to requests by researching the issues, gathering data, and providing information when appropriate or filtering inquiries to appropriate staff for resolution or action.


-Serves as project manager for special projects, at the request of the Founder.

-Contributes to the efficiency of the organization by performing other duties and participating in special projects, as assigned.

-Supervises the quality of cooperation with subcontractors.

-Property management (engaging subcontractors for house/office related troubleshooting).

-Orders office equipment.

-Arranges courier shipments.

-Executes day-to-day tasks assigned by the Founder.

-Creates a positive image of the Company and the Founder, acts as the ambassador for the brand.

Our requirements

  • Excellent command of English and Polish, both written and spoken (knowledge of other languages will be an advantage).

  • Proficient in Microsoft Outlook, MS Word, Excel, and Power Point.

  • Ability to work and thrive in a complex environment, juggling multiple tasks.

  • Ability to balance and prioritize demands, to analyze and resolve problems.

  • Self-starter with a strong sense of ownership.

  • Excellent organizational skills.

  • Ability to use different tools (web and mobile applications) for scheduling meetings.

  • Ability to easily communicate with VIPs, executives and builders, manage calendars and tasks.

  • Highly developed soft skills: the ability to talk face-to-face freely, drafting letters and emails in both Polish and English.

  • Self-confidence and gravitas.

  • Emotional stability and friendly approach.

  • Detail oriented.

  • University degree.

What we offer

  • Competitive salary.

  • A comfortable and stylish office in Mokotów.

  • Company trips to the most interesting locations in the world.

  • Work in a hybrid system.

  • This position may grow into an Operations Manager role in the future.

About Us

We are an Executive Search Advisory, specializing in the execution of projects for managerial and executive positions, mainly in the area of Digital, FinTech and E-commerce. New Moon Talent is an environmentally conscious company focused on development through building partner relationships with Clients and Candidates based on trust and knowledge.