Executive Assistant

We are one of the ten largest recruitment and HR consulting agencies in Poland, part of the international Synergie Group – a global leader in human resources.

Since 2006, we have been supporting candidates in their career development by offering trusted job opportunities in Poland and abroad.

YOUR RESPONSIBILITIES

• Manage executive calendars, schedule meetings, and coordinate business travel.

• Prepare meeting materials and ensure timely documentation and follow-up.

• Organize Monthly Operating System (MOS) meetings and maintain effective coordination.

• Manage travel bookings and business expense reporting.

• Facilitate communication with internal stakeholders and external customers.

• Coordinate internal workshops, training sessions, and other executive activities.

WE OFFER

• Temporary employment contract for approximately 12 months.

• The opportunity to work in an international environment within a globally recognized company.

• Collaboration with experienced professionals and experts in their fields.

• The opportunity to gain valuable experience in a dynamic, professional, and collaborative workplace.

REQUIREMENTS

• Proven experience as an Executive Assistant, preferably supporting senior leadership.

• Strong organizational skills and the ability to manage multiple priorities and deadlines.

• Proficiency in Microsoft Office and experience using Copilot.

• Ability to handle confidential information with discretion and professionalism.

• Excellent communication skills and fluency in English; additional languages are an advantage.

• A bachelor’s degree in Business Administration or a related field and 5+ years of executive support experience are preferred.

By clicking "Apply," you confirm that you consent to the processing of your personal data by Synegie Poland Sp. z o.o. and Synergie HR Solutions Sp. z o.o. as included in the submitted application documents for the current recruitment process. Your consent may be withdrawn at any time. Details regarding data processing can be found in the Information Obligation.

Data Controller of Your Personal Data

The data controller of your personal data is:

a) Synegie Poland Sp. z o.o., headquartered in Kraków at ul. Wadowicka 6, 30-415 Kraków, registered in the National Court Register of Entrepreneurs under the District Court for Kraków - Śródmieście in Kraków, Division XI Commercial of the National Court Register, KRS number: 0000272214, Tax ID: 6762336026, REGON: 120367970. Contact with the Controller: tel. +48 12 290 22 44, e-mail: sekretariat@synergie.pl.

The Data Protection Officer (DPO) is Mr. Paweł Wołoszyn, e-mail: daneosobowe@synergie.pl.

b) Synergie HR Solutions Sp. z o.o., headquartered in Warszawa at Aleja Jana Pawła II 27, 00-867 Warszawa, registered in the National Court Register of Entrepreneurs under the District Court for Kraków - Śródmieście in Kraków, Division XI Commercial of the National Court Register, KRS number: 0000393120, Tax ID: 6793070782, REGON: 121868265. Contact with the Controller: tel. +48 12 290 22 44, e-mail: sekretariat@synergie.pl.

The DPO is also Mr. Paweł Wołoszyn, e-mail: daneosobowe@synergie.pl.

LEGAL BASIS AND PURPOSES FOR PROCESSING PERSONAL DATA

Your data will be used in the recruitment process according to the following guidelines:

1. For employment based on an employment contract (including temporary work), personal data such as name, surname, date of birth, contact information, education, qualifications, and employment history will be processed under Article 22(1) § 1 of the Labor Code in connection with Article 6(1)(c) of GDPR as a legal obligation of the Controller. Additional personal data (e.g., image or interests) provided in application documents will be processed based solely on voluntarily given consent per Article 6(1)(a) GDPR.
2. For applications involving contracts for services or other civil law agreements (rather than an employment contract), the legal basis for data processing is the candidate’s consent, meaning all data in the CV or application documents are processed based on consent (Article 6(1)(a) GDPR). If you voluntarily consent in the application form, your personal data will also be processed:
3. For future recruitment processes based on Article 6(1)(a) GDPR, for all data in your CV or application documents.
4. For marketing activities, including newsletter distribution, under Article 6(1)(f) GDPR, which represents the Controller’s legitimate interest.

PERSONAL DATA RECIPIENTS

Recipients of your personal data may include the Controller's clients (entities seeking job candidates) in relation to recruitment purposes, as well as entities authorized by law. Your data may also be shared with data processors acting on behalf of the Controller, such as IT service providers and other entities processing data as specified by the Controller, solely based on agreements with the Controller.

DATA RETENTION PERIOD

Your personal data collected for recruitment purposes will be processed throughout the recruitment process. Data processed with consent for future recruitment will be kept for no longer than 24 months or until consent is withdrawn. If consent is given for marketing activities, data will be processed until the consent is withdrawn.

INFORMATION ABOUT REQUIREMENT/VOLUNTARY DATA SUBMISSION AND CONSEQUENCES OF NON-SUBMISSION

For positions with an employment contract (including temporary work), providing data as specified by the Labor Code (name, date of birth, contact details, education, qualifications, employment history) is legally required, and refusal may prevent participation in the recruitment process. Data not required by the Labor Code is provided voluntarily and does not affect recruitment participation. For civil law contracts, data provision remains voluntary, although necessary to participate in the recruitment process. Refusal to provide necessary data may exclude the application from consideration.

RIGHTS OF DATA SUBJECTS

You have the right to request from the Controller: access to your personal data, rectification, deletion, restriction of processing, data portability, objection to data processing, and withdrawal of consent at any time without affecting the lawfulness of processing based on consent before withdrawal, as per GDPR. These rights can be exercised through the form https://forms.office.com/e/Fbc7g1ekgm or by contacting the Controller or DPO. You also have the right to file a complaint with the President of the Personal Data Protection Office if you believe your data is processed contrary to GDPR regulations.

AUTOMATED DECISION MAKING, INCLUDING PROFILING

Your personal data will not be processed in an automated way, including profiling.

TRANSFER OF PERSONAL DATA TO THIRD COUNTRIES OR INTERNATIONAL ORGANIZATIONS

Your data will be stored on servers within the European Union. However, as the Controller uses cloud solutions from Microsoft, there may be cases of data transfer outside the European Economic Area. The specified service providers hold an active certification under the Data Privacy Framework: Microsoft Corporation.