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 YOU'LL 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 executive's go-to when new topics land - ready to take ownership of projects, initiatives, or coordination tasks that don't yet have a home.
• Bring structure to ambiguity, move fast, and proactively look for ways to make things work better.

• 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.

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 InPost's growth.
• Warsaw HQ, with a dynamic and diverse international team.