Executive Assistant & Office Manager (Warsaw, hybrid)

SINGU•Paris Township, MI

2d•Hybrid

About The Position

This is a brand-new position at SINGU — a unique combination of Executive Assistant and Office Manager that has never existed here before. You'll be the first person holding this role, and you'll have the freedom (and responsibility) to define how it works. You'll be based in our new Warsaw office on Poznańska Street — a space we're still setting up. Right now, there are about 10 of us here, and we're growing to 12 and beyond. You'll be the person who makes this office feel like a real SINGU home: the culture, the vibe, the day-to-day experience. On the executive side, you'll work one-on-one with our CEO and support the CRO and the broader Management Board. It's real exposure at the top of the organization — and real responsibility to match. You'll report to the Head of People & Culture and become part of a 9-person (and growing) People & Culture team spread across Poland and the UK. This team moves fast and operates with a lot of trust.

Requirements

Experience supporting senior executives — you've worked closely with C-level leaders before and know how to anticipate needs, not just react to them
Exceptional organizational skills — you thrive in environments where no two days are the same, and you bring structure to chaos without losing flexibility
A builder's mindset — you're energized by the idea of setting something up from scratch, not just maintaining what exists
Discretion and good judgment — you handle sensitive information naturally and know when to ask and when to just get it done
Strong interpersonal skills — people trust you quickly, you communicate clearly, and you make things easier for those around you
Fluent English and Polish — you'll work with an international team and communicate with stakeholders across countries
Comfort with tools like Microsoft 365, Slack, and calendar management platforms — or the ability to pick them up fast

Nice To Haves

Previous experience in a scale-up, SaaS, or tech company
Experience setting up or managing a new office location
Familiarity with the PropTech or real estate space

Responsibilities

Be the CEO's right hand: manage their calendar, coordinate meetings, travel logistics, and communications — making sure their time is spent where it matters most
Support the CRO and Management Board with scheduling, preparation for internal and external meetings, and follow-up on action items
Handle confidential information with full discretion — you'll be privy to things that matter
Coordinate across time zones: we operate internationally, and things move quickly
Prepare materials, presentations, and briefings for board-level meetings when needed
Be the person who makes the Warsaw office run — from supplies and vendors to keeping things pleasant and functional day-to-day
Onboard new team members in Warsaw: make their first days smooth and welcoming
Own the office setup and layout as we adapt our space on Poznańska Street — your input will shape how we work
Coordinate with building management, local suppliers, and service providers
Organize team events, lunches, off-sites, and small celebrations — culture doesn't happen by accident
Work closely with the P&C team on people initiatives, communications, and onboarding processes
Help build and maintain the Warsaw office culture as part of the wider SINGU team identity
Be a point of contact for the Warsaw team — the person people come to when they need help navigating the company