Strategic Operations Coordinator to the CEO

3 dni temu

Warszawa, Polska H2R Sp. z o.o. Pełny etat

Position Overview:

We are seeking a highly organized, proactive, and discreet Strategic Operations Coordinator to support the CEO of a software company that specializes in developing projects primarily for US and UK based clients.

The ideal candidate will act as a reliable right hand, ensuring the CEO's daily operations and strategic goals are achieved efficiently. This role requires exceptional communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

The role is most likely suitable for an experienced person; however, if you possess the traits listed below, you are also welcome to apply.

To Be Successful in This Role, You Must Be:

  • Proactive, resourceful, and willing to take initiative.
  • Detail-oriented and meticulous.
  • Emotionally intelligent, with the ability to communicate constructively and diplomatically.
  • Calm under pressure, with the ability to anticipate needs and stay a step ahead.

Key Responsibilities

Calendar and Meeting Management:

  • Oversee and manage the CEO's calendar, ensuring alignment with priorities.
  • Schedule, reschedule, and prioritize meetings based on contact importance and urgency.
  • Follow up on meetings with notes, documentation, and actionable next steps.
  • Attend select meetings on behalf of the CEO to gather information and document requirements.
  • Conduct daily reviews of priority lists with the CEO and provide timely reminders as needed.

Task and Workflow Management:

  • Track and manage task lists, ensuring timely completion and follow-ups.
  • Provide daily and weekly planning updates, summarizing priorities and key actions.
  • Update CRM systems with meeting notes or ensure the CEO completes necessary entries.
  • Create repeatable processes and documentation (e.g., "playbooks") for operational consistency.

Process Improvement and Communication:

  • Identify areas for enhancement and iterating on processes with each instance.
  • Maintain consistency and predictable reliability by following through on established processes, avoiding forgotten or overlooked tasks, and ensuring continuity in workflows.
  • Exhibit honesty and transparency by providing constructive feedback, with a focus on proposing innovative and actionable solutions.

Travel Coordination:

  • Plan and organize all aspects of travel, including booking, payments, and post-trip expense reconciliation.
  • Prepare the CEO for client visits, including itinerary planning, attire selection, and ensuring readiness.

Personal Support:

  • Coordinate personal matters, such as prescription pickups, car service appointments, and food arrangements.
  • Order personal items as needed (e.g., travel essentials) through platforms like Amazon or Allegro.
  • Ensure the CEO's well-being during demanding schedules (e.g., arranging meals or breaks).

About You

Must-Haves:

  • Language Skills: Exceptional written and spoken English, with a mature and thoughtful communication style.
  • Organization: Proven ability to manage multiple priorities without losing track of tasks.
  • Patience and Reliability: Consistency in delivering quality results.
  • Adaptability: Ability to work in a dynamic, asynchronous environment.
  • Discretion: High levels of confidentiality and trustworthiness.
  • Problem-Solving: Proactive and solution-oriented mindset.

Nice-to-Haves:

  • Familiarity with modern tools like Miro, Slack, ChatGPT for day-to-day efficiency.
  • Understanding of Anglo-Saxon communication cultures (US and UK).
  • Interest in learning and adopting new technologies, including AI and automation tools.
  • Curiosity and openness to continuous learning, including books and training sessions.
  • Business acumen.

Location: Office-based in Warsaw with flexibility for asynchronous communication (WhatsApp and Slack).

Hours: Full-time, with availability during key periods such as CEO travel.

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