Strategic Staffing Solutions client- a global financial services company- is seeking an experienced and proactive Administrative Assistant to join its Global Banking & Markets division in Warsaw. The successful candidate will provide comprehensive administrative support to 5–6 Managing Directors, as well as ad-hoc assistance to more junior team members.
You will be part of a collaborative team of assistants supporting professionals across company, ensuring smooth daily operations in a dynamic and fast-paced environment. Full in-house and remote training will be provided, along with ongoing support from the Team Supervisor throughout the engagement.
This position is ideal for someone with 2+ years of experience in a similar administrative role, preferably within finance or professional services, who thrives on organization, precision, and initiative.
This position is offered as an 18-month contract with the possibility of extension.
Key Responsibilities
- Provide extensive diary and calendar management for multiple Managing Directors
- Schedule and coordinate meetings and conference calls across various time zones
- Manage high volumes of emails, ensuring timely and accurate communication
- Arrange internal and external meetings, including room and video conference bookings across multiple locations
- Coordinate complex travel arrangements, including flights, accommodation, car bookings, and visa applications
- Prepare and reconcile expense reports and process invoices
- Support general office administration, including attendance tracking and internal records
- Assist in ad-hoc administrative tasks and project-based requests while maintaining workflow efficiency
- Offer holiday and phone coverage for colleagues when needed
- Support team members with day-to-day queries and logistical needs
Required Skills & Competencies
- Minimum 2 years’ experience as an Administrative or Executive Assistant
- Proven ability in diary management, travel coordination, and logistics planning
- Strong M365 / Outlook proficiency is essential
- Excellent English communication skills (spoken and written); Polish required; German a strong plus
- Exceptional attention to detail, organization, and time management skills
- Ability to manage competing priorities and time-sensitive tasks independently
- Professional demeanor with strong interpersonal skills across all levels of the organization
- Flexible and adaptable, comfortable in a fast-paced, changing environment
- A strong team player with a proactive and solution-oriented mindset
- High level of discretion and confidentiality when handling sensitive information
- Friendly, approachable, and committed to a “can-do” attitude
Why Join
- Opportunity to work within a leading global financial institution
- Exposure to senior stakeholders and international operations
- Comprehensive training and ongoing professional development
- Supportive, team-oriented culture
- Work schedule: Monday to Friday, 8:30 AM – 5:30 PM, onsite. Flexibility with hours is essential.
- 18-month contract with the possibility of extension.
- Pay rate: up to 10,000 PLN gross (FTE contract), up to 11,500 PLN gross (B2B contract).