Job Description

Administrative Assistant for Global Banking & Markets

Location

Warsaw, Poland

Working Hours

Monday to Friday, 8:30 AM – 5:30 PM (1-hour lunch break)

5 days per week in the office. Flexibility outside standard working hours is required.

About the Role

A leading global financial institution is seeking an experienced and highly organized Executive Assistant to join its Global Banking & Markets division. In this role, you will provide comprehensive administrative support to 5–6 Managing Directors while also assisting junior team members with ad hoc administrative requests.

You will work as part of a wider EMEA Assistant team supporting bankers and engineers across multiple locations. The successful candidate will receive comprehensive onboarding, training, and ongoing support from the Team Supervisor.

This opportunity is ideal for a proactive, detail-oriented professional with at least two years of experience in an administrative or executive support role. Previous experience within financial services or a professional services environment is highly desirable.

Key Responsibilities

• Manage complex diaries and calendars for multiple Managing Directors.

• Coordinate and schedule meetings, conference calls, and virtual meetings across multiple time zones.

• Manage high volumes of emails and ensure timely and accurate communication.

• Organize meeting rooms, video conferences, and external/internal meetings across various locations.

• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and visa applications.

• Prepare and process expense claims and invoices.

• Support day-to-day administrative requirements and business operations.

• Handle ad hoc administrative tasks while effectively managing competing priorities.

• Provide holiday and phone coverage for colleagues when required.

• Maintain attendance records and support other team administration activities.

• Act as a reliable point of contact for team queries and operational support.

Required Qualifications & Experience

• Minimum 2 years of experience in an Executive Assistant, Team Assistant, Administrative Assistant, or similar role.

• Fluent in both English and Polish (written and spoken).

• Advanced proficiency in Microsoft 365, particularly Outlook.

• Proven experience managing complex calendars, travel arrangements, and logistics.

• Experience working in a fast-paced, deadline-driven environment.

• Previous experience in financial services, banking, or professional services is advantageous.

Key Skills & Competencies

• Exceptional organizational and time-management skills.

• Ability to manage multiple competing priorities and work effectively under pressure.

• Strong attention to detail and commitment to accuracy.

• Professional communication skills, both written and verbal, across all levels of an organization.

• Comfortable interacting with senior stakeholders and external clients.

• Collaborative team player with a positive and flexible attitude.

• Resourceful problem solver with the ability to use initiative.

• High level of discretion and ability to handle confidential information.

• Friendly, approachable, and service-oriented mindset with a strong “can-do” attitude.

• Adaptable and capable of supporting multiple teams in a dynamic environment.

What We Offer

• Opportunity to work within a globally recognized financial institution.

• Exposure to senior leadership and international stakeholders.

• Comprehensive onboarding and training program.

• Ongoing support and development within a collaborative Assistant network.

• Dynamic, fast-paced, and professional working environment.