Overview
Executive Assistant to the Management Board / Board Operations Coordinator Jobs in Poland at GYEON
Title: Executive Assistant to the Management Board / Board Operations Coordinator
Company: GYEON
Location: Poland
GYEON is one of the world's most innovative and fastest-growing brands in premium car care, ceramic coatings, and surface protection. Trusted by professional detailers and automotive enthusiasts in over 100 countries, we combine advanced chemistry, bold design, and deep industry expertise.
We don't follow the market. We shape it.
We are looking for a highly organized, proactive, and reliable person who will serve as a key support to the Management Board and help coordinate day-to-day operations, communication, and projects across our global business.
This is not a traditional assistant role focused purely on calendar management. We are looking for someone capable of reducing operational friction, coordinating moving parts across multiple projects, and helping protect strategic and creative focus of board members in a dynamic international environment.
Responsibilities
Calendar & Scheduling
- Managing calendars, meetings, schedules, and priorities for the Management Board
- Coordinating calls and appointments across multiple time zones
- Structuring schedules efficiently and protecting focus time
- Preparing meeting agendas, notes, reminders, and follow-ups
- Handling scheduling communication, confirmations, and meeting logistics
Travel & Logistics
- Organizing international business travel, including flights, accommodation, transfers, and restaurant reservations
- Preparing detailed travel itineraries and supporting executive travel planning
- Coordinating guest logistics, company events, and event-related operations
- Supporting accreditation, access management, and event administration
- Managing last-minute operational changes calmly and efficiently
Project Coordination & Operations
- Tracking timelines, deliverables, approvals, and deadlines across multiple projects
- Coordinating communication between departments, suppliers, distributors, and external partners
- Following up on action items and ensuring accountability across teams
- Assisting with operational planning and project execution
- Organizing files, contracts, presentations, reports, and internal documentation
- Supporting smooth information flow and maintaining operational efficiency throughout the organization
Communication & Administration
- Drafting professional emails, presentations, reports, summaries, and internal documents
- Assisting with inbox management and communication follow-ups
- Supporting expense tracking and invoice organization
- Maintaining structured digital workflows, folders, and documentation systems
- Communicating with international partners, suppliers, clients, and stakeholders
Requirements
- Excellent English communication skills, both written and spoken – this is a key requirement
- Minimum 1 year of experience in a similar coordination, assistant, operations, or project support role
- Strong organizational skills and exceptional attention to detail
- Ability to prioritize independently and manage multiple projects simultaneously
- Proactive, solution-oriented, and highly reliable approach to work
- High level of professionalism, discretion, and personal accountability
- Ability to remain calm and effective in a fast-paced environment
- Strong written and verbal communication skills
- Confidence working within the Apple ecosystem and macOS-based environments
- Very good knowledge of Google Workspace and modern productivity tools
- Familiarity with platforms such as Zoom, Notion, Canva, Figma, or similar collaboration and presentation tools
- Ability to independently manage logistics and operational coordination
- Availability for occasional travel and event support
- Cultural awareness and comfort working within international business environments
Bonus points:
- Additional languages, particularly Spanish, German, French, Polish
What We Offer
- Work with a globally recognized car care brand
- Involvement in international projects and events
- Real impact on company operations and development
- A creative, ambitious, and fast-moving environment
- A culture built around quality, passion, and innovation
- Apple equipment provided: MacBook Air and iPhone
- Stable long-term cooperation – employment contract or B2B collaboration
- Flexibility depending on experience and location
Location
- Warsaw, Poland or 100% remote with regular on-site presence required in Warsaw, Poznań and Spain.
Important
This role is best suited to someone who enjoys creating structure, solving problems, and coordinating complex activities in entrepreneurial and creative environments.
We are not looking for a purely corporate profile. Reliability, discretion, initiative, and operational intelligence matter most.
