Executive Assistant

Job Description

Are you interested in joining one of Europe’s fastest-growing companies? Do you want to impact the wellbeing of millions of employees?

If yes, then keep reading and join us to make an impact in a fast-paced and dynamic environment where you’ll play a key role in boosting everyday wellbeing - at home, at work, everywhere.

Epassi’s purpose is to boost everyday well-being. We are a leading provider of employee benefit solutions across Europe. Established in Finland in 2007, we were the first company in Europe to launch a mobile-payable employee benefit solution. Since then, we have continuously grown, expanded our product portfolio, and entered new markets.

Epassi has been recognized by the Financial Times as one of Europe’s fastest-growing companies multiple times.

We are currently hiring an Executive Assistant to be based in Lodz, Poland (Hybrid).

Your mission at Epassi

As our Executive Assistant, your mission is to act as a high-impact partner to the Product & Tech leadership team, enabling their effectiveness through outstanding executive support, operational excellence, and proactive coordination.

This role is fully dedicated to executive support, with 100% focus on supporting senior leadership within the Product & Tech function, operating as an integral extension of the team rather than traditional administrative support.

Your responsibilities will be:

• Provide high-level administrative and operational support, including complex calendar management, meeting coordination, and communication handling
• Own scheduling and organization of leadership meetings, strategic sessions, offsites, and internal reviews
• Ensure alignment across stakeholders, priorities, and timelines
• Manage domestic and international travel arrangements for leadership
• Prepare detailed itineraries, handle last-minute changes, and ensure seamless execution
• Ensure travel aligns with company policies and budget expectations
• Coordinate travel logistics, documentation, and related administrative processes
• Track travel-related expenses and support reporting and invoice processing

You’ll be successful in this role if you:

• Build strong, trusted relationships with senior leaders and key stakeholders
• Ensure calendars, priorities, and logistics run seamlessly without gaps or conflicts
• Proactively anticipate needs, identify risks early, and drive solutions independently
• Operate with strong judgment, making decisions that optimize leadership effectiveness
• Deliver high-quality coordination in a fast-paced, constantly evolving environment
• Act as a reliable and proactive partner to leadership, not just support

What you’ll be doing (daily):

• Managing complex calendars, scheduling, and meeting logistics for senior leaders
• Coordinating leadership meetings, internal reviews, and strategic sessions
• Booking and managing travel, including itineraries, changes, and documentation
• Liaising with internal and external stakeholders to ensure smooth coordination
• Supporting leadership with operational and administrative priorities
• Ensuring alignment across schedules, priorities, and business needs

What you should bring:

• 5+ years of experience in executive support roles, supporting senior or C-level leadership
• Experience in a fast-paced, international, and matrixed environment
• Strong organizational and multitasking skills with the ability to manage competing priorities
• High proficiency in Microsoft Office (Outlook, Excel, PowerPoint) or Google Workspace
• Experience managing complex travel arrangements and executive-level logistics
• Excellent communication (English language) and interpersonal skills

Your track record:

• Proven ability to manage complex scheduling and executive logistics
• Demonstrated success in supporting senior stakeholders in dynamic environments
• Experience proactively improving processes and solving problems independently
• Strong track record of handling sensitive information with discretion

Your competency profile:

• Flawless execution of complex calendars, meetings, and travel. Strong attention to detail and confidence working with executive-level materials and tools.
• Ability to think several steps ahead, proactively anticipating needs, identifying risks early, and addressing potential issues independently.
• Confidence in making independent decisions, prioritizing effectively, and managing trade-offs in the best interest of leadership and the business.
• Quickly understands business priorities, leadership dynamics, and operating rhythms, becoming a trusted extension of the leadership team.
• Thrives in a fast-paced environment, adapts quickly to change, and maintains high performance under pressure.
• Highly self-directed, builds strong relationships, communicates with professionalism, and demonstrates motivation, creativity, and growth potential.

Why You Should Join Us

• Be part of an ambitious growth journey in a fast-scaling international company
• Work with a clear purpose - boosting everyday wellbeing
• Thrive in an open, inclusive, and low-hierarchy culture
• Grow professionally in a dynamic and supportive environment
• Join a financially strong company with significant growth opportunities
• Contribute to shaping the future of employee benefits in Europe

For more information contact Karolina Wolska on karolina.wolska@epassi.com