Freelance Executive Assistant & Operations Coordinator - Warsaw-based, French/English

We are looking for a proactive and highly organized, Freelance Executive Assistant & Operations Coordinator in Warsaw to support the CEO of Kumiko Matcha - a french brand connecting tea lovers to authentic stories behind Japan’s finest organic matcha. You’ll act as the CEO’s right hand - this hybrid role combines executive support, project management, and operational tasks to enable the CEO to focus on strategic priorities. Fluency in French and English, and Warsaw residency (with availability for regular in-person collaboration) are essential.

The Mission

This is an exciting opportunity for someone who thrives on variety, organization, and problem-solving.

Your main responsibilities will include:

Executive Assistance:

Manage the CEO’s calendar, appointments, travel bookings, and reservations.

Handle personal logistics to free up the CEO’s time for decision-making.

Act as the CEO’s proxy in internal communications when necessary.

Team Coordination & Project Management:

Delegate tasks to team members and follow up on their progress

Attend all team meetings, document action steps, and ensure follow-through on projects.

Review team deliverables and assist with tasks when needed.

Recruitment Support:

Help hire help by writing job descriptions, screening candidates, conducting interviews, and providing recommendations to the CEO.

Helping with Operations:

Perform small updates on our website,

Set up reports and monitor key business KPIs,

Use AI tools to improve processes and workflows for efficiency.

General Problem-Solving:

Proactively figure out how to get things done by researching solutions or leveraging available tools/resources.

Info from Useme:

If you live in Poland, only apply for this job if you have:

- a valid student card (and you are under 26 y.o.);

- a current job based on umowa o pracę or umowa zlecenia;