Office Assistant

Job description

ROLE HIGHLIGHTS: - Office Assistant - Location: Warsaw - Reports to: Office Manager - Employment type: Permanent - Workplace model: Onsite 5 days / week - Employment is subject to applicable security screening (incl. SUPO, where required) WHY THIS ROLE MATTERS: This is a high-visibility, front-of-house position where you will be the first face our guests, clients, and colleagues see every day. It is the perfect role for a warm, organized professional who takes pride in creating a great first impression. WHO WE ARE ICEYE is the world leader in sovereign intelligence from space. We deliver persistent monitoring capabilities to detect and respond to changes in any location on Earth. ICEYE owns the world's largest and most advanced SAR (synthetic aperture radar) satellite constellation. To our customers we provide intelligence with unmatched quality, latency and revisit times, in any weather, day or night. To governments who choose to operate their own constellation we provide this proven capability as a sovereign system. ICEYE-built constellations serve customers in defence and intelligence, environmental monitoring, insurance and emergency management. We enable fast decisions that contribute to a safer future. Founded and headquartered in Finland, ICEYE operates globally with over 1000 employees across Europe, North America, the Middle East, and Asia-Pacific. ABOUT THE ROLE We are a rapidly growing, dynamic company looking for a warm, professional, and highly organized Office Assistant. This is a full-time, on-site role designed for someone who will be the face and first point of contact for our office. In this role, you will manage our front desk and be the first point of contact for everyone who walks through our door. You are someone who thrives on making people feel welcome, stays calm and organized even when the phone is ringing and guests are arriving, and takes pride in keeping the front office running smoothly. YOUR DAY-TO-DAY RESPONSIBILITIES 1. Front Desk & Guest Experience - Welcoming Guests: Greeting all visitors, clients, and guests professionally, ensuring they feel welcomed and well-hosted from the moment they arrive. - Reception Management: Managing the front desk, answering and directing incoming calls, and handling the main office phone line and general inquiries. - Visitor Coordination: Registering guests, issuing visitor badges, and notifying employees of arrivals, following building and security protocols. - Meeting Room Support: Coordinating meeting room bookings, and preparing coffee, refreshments, and snacks for meetings when needed. 2. Mail & Administrative Support - Mail & Deliveries: Receiving, sorting, and distributing incoming mail and packages, and coordinating courier and outgoing shipments. - Supply Support: Assisting with monitoring front-office and kitchen supplies, and ordering food, drinks, and other essentials as needed. - Vendor Coordination: Coordinating with couriers, cleaning, and maintenance providers on day-to-day requests and following up to ensure standards are met. - General Administration: Supporting the wider team with ad-hoc administrative tasks such as document handling, data entry, and filing. - Office Tidiness: Keeping the reception and common areas clean, organized, and presentable throughout the day. 3. Team & Culture Support - Onboarding Support: Supporting the onboarding of new employees by preparing welcome materials and setting up their desks. - Team Integration: Helping organize internal team-building activities and events that support a positive office culture. - Safety & Compliance: Maintaining visitor logs and following health, safety, and security procedures at all times. WHAT WE’RE LOOKING FOR - Experience: Minimum 1+ year in a receptionist, front desk, customer service, or hospitality role. - Presence: This is a 100% on-site position. You are the first point of contact for the office and need to be physically present during working hours. - Languages: Native-level Polish and fluent English (C1) are mandatory for professional communication. - Technical Proficiency: High level of comfort with GSuite and MS Office. - Customer-Facing Etiquette: Confident, courteous, and professional in how you interact with guests, clients, and colleagues. THE IDEAL CANDIDATE IS: - Warm & Welcoming: You genuinely enjoy meeting new people and make everyone feel comfortable. - Service-Oriented: You have a genuine desire to help others and create a positive first impression. - Highly Organized: You can juggle calls, visitors, and admin tasks without missing a beat. - Unflappable: You stay calm and professional when handling multiple requests at once. WORKING AT ICEYE At ICEYE, you’ll join a diverse and highly engaged team united by the ambition to make the impossible possible. As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. Your growth, wellbeing, and success are a priority, with continuous professional development, training opportunities, and a culture where collaboration is how we win. HOW WE WORK (OUR VALUES) - Make the impossible possible: We set ambitious goals and stay calm under pressure. We bring grit, optimism, and ownership when things get hard, and we keep moving until we find a way. - Be curious: Go deep, ask questions, listen carefully, and think critically. Understand the “why” behind decisions. - See the big picture: Stay close to what’s happening across the company so you can make better decisions. Consider how your work affects others. - Drive effective teamwork: Create psychological safety, invite different perspectives, and build inclusive teams. There are no bad questions. - Act as one team: We win together. We match tasks to the right owner and stay agile as priorities shift. - Have fun: What we do matters—and it should be enjoyable. Celebrate progress, take pride in results, and share the wins. BENEFITS Our benefits are designed to support your health and wellbeing, at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process. OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION We want ICEYE to be a place where people can be themselves and do great work. Different backgrounds and perspectives make us stronger, which is why we work to create an environment where people feel included, respected, and able to speak up. Whatever your background, we want you to bring your authentic self to the table. We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help. Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com http://iceye.com.