Executive Assistant

Job description

Company Description InPost Group is Europe’s leading out-of-home delivery partner, making deliveries secure and convenient for millions of customers every day in more than 15 countries, including Poland, the UK, Italy, Spain, Portugal, and France. We operate under two brands: InPost and Mondial Relay. We provide a cost-effective and greener solution for merchants, offering customers greater convenience. At the heart of our business are the Automated Parcel Machines (aka Parcel Lockers), which we have been designing and producing in-house for years. At InPost Group, we believe that creating and sharing value with our stakeholders is about more than just financial returns. Thanks to the Parcel Locker delivery model, our growth contributes to the reduction of the carbon footprint by up to 75% compared to traditional courier deliveries, and we pursue an ambitious ESG program to increase our impact for a more sustainable world. This year, we will be delivering more than 600 million parcels using more than 25,000 lockers; our network and parcel volumes consistently grow year on year in every market we serve. Job Description 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. Qualifications 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. Additional Information 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.