Executive Assistant & Office Coordinator

About Us

We are an early-stage technology company operating at the intersection of Energy and AI infrastructure, developing a new generation of efficient, scalable, and reliable computing infrastructure.

Our approach combines distributed computing, modular infrastructure, and energy efficiency to address the rapidly growing demand for AI and high-performance computing.

This is an opportunity to join a growing team at an early stage and contribute directly to the development of a new infrastructure platform at the intersection of power, data centers, and advanced computing.

Role Overview

We are seeking an Executive Assistant & Office Coordinator to provide high-level executive support and oversee the day-to-day operational coordination of our growing team in Poland.

The role combines executive support, calendar and meeting management, stakeholder coordination, business travel, and office operations.

You will work closely with senior leadership and the Poland-based team, while coordinating with colleagues in Italy. You will ensure that priorities are well organised, key engagements are properly prepared, and the office operates efficiently.

We are looking for a proactive, highly organised, discreet, and solutions-oriented professional who can anticipate needs, manage multiple priorities, and operate independently in a fast-paced environment.

What You Will Deliver

In your first year: You will establish an effective operating rhythm across executive support and office coordination, ensuring reliable calendar and meeting management, business travel coordination, stakeholder communication, and workplace operations.

Within 6 months: You will have established efficient processes for executive support, meeting coordination, travel, office administration, and Poland–Italy collaboration.

Within 12 months: You will independently manage the day-to-day executive support and operational coordination of the Poland office, acting as a trusted partner to senior leadership and a key point of contact for the local team.

Key Responsibilities

• Provide executive support to senior leadership, including calendar management, meeting coordination, prioritisation, and preparation for key engagements

• Coordinate meetings with internal and external stakeholders, preparing agendas, briefing materials, and relevant information as required

• Track key actions and follow-ups from meetings and ensure agreed next steps are properly coordinated

• Coordinate business travel and executive logistics, including itineraries, accommodation, transfers, conferences, and related documentation

• Support the coordination of client meetings, conferences, leadership events, and internal company activities across Poland and Italy

• Act as an operational liaison between the Poland and Italy teams, facilitating scheduling, communication, information flow, and day-to-day coordination

• Support routine internal and external communications on behalf of senior leadership, maintaining a high standard of professionalism and discretion

• Maintain organised stakeholder and contact information, ensuring relevant business relationships and interactions are properly documented

• Oversee office administration and workplace operations in Poland, including facilities, supplies, equipment, visitors, and relationships with external service providers

• Support employee onboarding, including workspace preparation, equipment, access, and administrative coordination

• Contribute to the development and improvement of administrative and operational processes as the organisation grows

• Handle sensitive business and organisational information with a high level of confidentiality, discretion, and professional judgement

Requirements

• Bachelor's degree in Business Administration, Management, Communications, or a related field, or equivalent professional experience

• 3–6 years of experience in Executive Assistance, C-suite support, Personal Assistance, Office Coordination, or a similar role

• Proven ability to manage complex calendars, multiple priorities, meetings, travel, and stakeholder interactions

• Strong organisation, prioritisation, and time-management skills, with excellent attention to detail

• Proactive and independent approach, with the ability to anticipate needs and take ownership without constant supervision

• Excellent written and verbal communication skills

• Experience working in an international, multi-location environment

• Strong proficiency in Microsoft Office 365, Outlook, Teams, Excel, and PowerPoint

• Comfortable working in a fast-paced, early-stage environment with a high degree of ownership and adaptability

• Fluent English, written and spoken

• Native or near-native Polish

Nice to Have

• Experience supporting a CEO, Founder, C-level executive, Managing Director, or senior leadership team

• Previous experience in a startup, scale-up, technology, infrastructure, energy, real estate, investment, or professional services environment

• Experience working across multiple offices or international teams

• Experience coordinating executive meetings, conferences, client engagements, investor meetings, or corporate events

• Familiarity with tools such as Notion, Asana, Monday.com, or similar collaboration and project management platforms

• Experience with workplace operations, office launches, relocations, or office expansion

• Experience managing external suppliers, facilities teams, and service providers

• Strong ability to produce professional correspondence, meeting summaries, briefing materials, and presentations

Location

Warsaw, Poland.