Executive Assistant

We are seeking a highly organized and proactive individual to join our team as an Office Manager & Executive Assistant. In this role, you will be responsible for managing the day-to-day operations of our office while providing executive support to our leadership team.

About Us

needCode specializes in developing, delivering and providing support for embedded systems. Our technical expertise, combined with extensive experience in embedded systems, allows us to customize, extend and optimize the software to meet the customer's exact requirements. Embedded system quality and reliability are critical to every delivery. We employ rigorous and thorough automated testing, release engineering and quality assurance procedures to ensure that the system is fit for its goal. We are delivering a customized, innovative and affordable project proposal every time, and then execute it in an exceptional way, meeting both deadline and budget.

Your responsibilities

• Oversee day-to-day office operations, including facilities, maintenance, cleanliness, and inventory management.

• Liaise with vendors for cleaning, maintenance, and office supplies.

• Develop strategies for improving internal processes and ensuring compliance with industry standards and regulations.

• Coordinate travel arrangements, including flights, hotels, and transportation.

• Assist in planning and coordinating company events, meetings, and conferences.

• Support HR functions, including new employee onboarding, personnel records, and acting as a single point of contact for employees.

• Assist in budget preparation, monitor office-related expenses, issue invoices, track payments, and update financial records.

• Manage executive's calendar, schedule appointments and meetings efficiently, handle incoming emails and correspondence, and assist in meeting preparation.

• Prepare documents, reports, presentations, and other materials for the executive, and provide support on various projects and initiatives as directed.

• Assist in coordinating marketing campaigns and promotional activities via social media.

Our requirements

• Strong organizational and multitasking skills, with attention to detail.

• Ability to work independently and prioritize tasks effectively.

• Discretion and professionalism when handling confidential information.

• Proficiency in Microsoft Office suite and other office management software.

• Familiarity with budget preparation, financial record-keeping, and invoice processing.

• Basic understanding of laws and taxes related to office operations.

• Excellent communication and interpersonal abilities.

• Proficiency in both Polish and English languages.

• Previous experience in office management and/or executive assistant roles.

• Ability to adapt to changing priorities and handle multiple responsibilities simultaneously.

• Commitment, engagement, and self-sufficiency in completing tasks.

• Experience in coordinating marketing campaigns and promotional activities via social media is a plus.

• Proficiency in German or French languages is a plus.

What we offer

• Collaborate with a great team of enthusiastic co-workers who are passionate about what they do.

• Thrive in a challenging role within a strongly growing, international high-tech company that values innovation and agility.

• Benefit from a dynamic working environment where new ideas are born and implemented as fast as you can manage, offering a platform for continuous learning and growth.

• Enjoy opportunities for professional development and advancement as part of our forward-thinking company culture.

• Gain valuable experience and develop new skills in marketing, sales, or financials through hands-on learning and mentorship opportunities.

Benefits

• sharing the costs of sports activities

• sharing the costs of foreign language classes

• sharing the costs of professional training & courses

• flexible working time

• integration events

• coffee / tea

• parking space for employees