Executive Assistant & HR Coordinator
VHV Informatyka is the international software development and IT partner of the VHV Group. The VHV Group is one of Germany's leading insurance companies, employing around 5,000 people. As part of the Group's digital transformation journey, we develop innovative solutions that support business growth, operational excellence, and customer-centric services. Based in a modern office in the heart of Warsaw, our team works closely with colleagues across Poland and Germany. Together, we deliver stable, efficient systems and innovative digital services that help shape the future of insurance. We are currently looking for a highly organized and proactive Executive Assistant to support our Management Board. In this role, you will act as a trusted partner, ensuring efficient coordination of daily activities, smooth communication across the organization, and effective administrative and operational support.
Daily tasks
- Provide day-to-day administrative and organizational support to the Management Board.
- Manage calendars, schedule meetings, coordinate travel arrangements, and support business communication.
- Prepare presentations, reports, meeting materials, and internal communications.
- Coordinate organizational and administrative processes across the company.
- Support onboarding and offboarding activities for employees.
- Assist with maintaining employee documentation and HR administration processes.
- Cooperate with external HR and payroll service providers.
- Gradually take ownership of personnel administration and selected payroll-related activities through on-the-job training.
- Help create, maintain, and improve internal document templates, including employment contracts, policies, procedures, and company regulations.
- Organize company meetings, events, and employee initiatives.
- Ensure accurate document management and support compliance with internal procedures.
- Support the Management Board in operational projects and ad hoc administrative tasks.
Requirements
Requirements Excellent organizational and time-management skills. Strong attention to detail and a structured way of working. Proactive attitude and willingness to learn new areas of responsibility. Ability to work independently and manage multiple priorities. High level of professionalism, discretion, and reliability. Very good communication and interpersonal skills. Good command of English (B2 or higher). Good knowledge of Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams). Interest in developing expertise in HR administration and payroll processes. Comfortable working in a dynamic international environment. Nice to have Previous experience in administration, office management, customer service, HR support, or a similar role. Interest in HR, employment administration, or payroll processes. Basic knowledge of Polish labor law. Experience working with documentation and process-oriented tasks. Experience in an international company. Higher education or ongoing studies in Administration, Management, Human Resources, Law, or a related field.
Must have: MS Office, Good work organization
Nice to have: Communication skills, Office management