Executive Assistant & Polish Administration Coordinator

Company: TrustSEC Sp. z o.o.

Location: Szczecin & Surroundings (Hybrid)

Availability: Immediate Start

Contract Type: Paid Trial Period → Fixed-term Replacement Contract (until 31.12.2027) → Permanent Employment

About TrustSEC Sp. z o.o. TrustSEC Sp. z o.o. is a dynamic organization where efficiency and professional communication are at the core of our operations. We are looking for a dedicated individual to join our team in Szczecin to ensure our administrative processes and Board support are handled with the highest standards of excellence.

The Role

As the Executive Assistant & Polish Administration Coordinator, you will be the backbone of our office operations. Your role is two-fold: providing direct, high-level support to the Board of Directors and managing the daily administrative "workflow" of the company. This position requires a specialist who is comfortable representing the company in official Polish institutions and managing complex organizational tasks.

Key Responsibilities

• Executive & Office Workflow: Follow and optimize office procedures to ensure maximum efficiency. Support the Board and other teams with scheduling meetings, disseminating correspondence, and redirecting calls.
• Official & Banking Representation: Independently handle all "sprawy urzędowe" (administrative and government matters) and banking procedures in Szczecin.
• Documentation & Translation: Maintain effective filing systems for records. Provide professional translations from Polish to English when required and attend Polish-language meetings.
• Financial & Contract Management: Monitor office expenditures and handle all office-related contracts, including rent and service agreements. Perform basic bookkeeping and update the accounting system.
• Vendor & Supply Management: Monitor office supply inventory, place orders, and assist in managing relationships with vendors.
• Marketing & Recruitment Support: Contribute to the implementation of marketing activities and post job vacancies as needed.
• Front-of-House: Greet and assist visitors and handle potential customer complaints or issues with professionalism.

Your Profile

• Language Skills: Native/Bilingual Polish (essential for official government and banking matters) and Excellent English (speaking and writing).
• Experience: Proven experience as an office coordinator, executive assistant, or in a similar administrative role.
• Technical Proficiency: Outstanding knowledge of MS Office and experience with office equipment (scanners, etc.).
• Organizational Mastery: Highly organized with the ability to prioritize, multi-task, and work under pressure.
• Personal Attributes: Reliable, patient, professional, and possessing excellent interpersonal skills.
• Education: Associate’s or Bachelor’s degree (BSc/Ba in Business Administration or a relevant field is a plus).
• Location: Ability to work in a hybrid model from Szczecin or the immediate area to facilitate frequent in-person visits to local banks and offices.

What We Offer

• Clear Career Path: We start with a paid trial period, followed by a fixed-term replacement contract (umowa na zastępstwo) until the end of 2027, with the goal of transitioning into a permanent employment contract.
• Modern Environment: A hybrid work culture at TrustSEC Sp. z o.o. that values efficiency and independence.