Office Assistant

We are looking for a friendly and proactive Office Assistant to join our team in Warsaw.

You will be the first point of contact for our guests and employees, and you’ll support our team in organizing travel and day-to-day office operations. If you enjoy helping people, staying organized, and managing multiple tasks – we’d love to meet you!

Work at Exadel - Who We Are 

We don’t just follow trends—we help define them. For 25+ years, Exadel has transformed global enterprises. Now, we’re leading the charge in AI-driven solutions that scale with impact. And it’s our people who make it happen—driven, collaborative, and always learning.

Requirements

• Good organizational skills and attention to detail
• Friendly and professional communication style
• Proactive attitude and willingness to help
• Ability to prioritize and multitask
• Good knowledge of MS Office tools (especially Outlook and Excel)
• Availability to work from our Warsaw office (Emilii Plater 28) on-site
• Full-time or at least 6 hours a day  
• Students are welcome to apply

Nice to Have

• Previous experience in reception, administration, or travel coordination
• Experience working in an international or fast-paced environment

Language level

English -Intermediate+

Polish - Upper-Intermediate+

Responsibilities

Business Travel Coordination

• Supporting the end-to-end organization of business travel (domestic & international)
• Booking transportation, accommodation, and handling travel documentation
• Close cooperation with project managers and travel coordinators
• Supporting employees in travel expense reporting and documentation
• Logging business trips in internal systems (e.g., RAMP) and reporting issues or inconsistencies
• Preparing travel summaries and supporting the accounting team in settlements

Reception & Office Support

• Welcoming guests and visitors
• Handling correspondence and couriers
• Managing access badges and assisting with onboarding/offboarding
• Keeping shared spaces neat and organized (e.g., coffee area, meeting rooms)
• Supporting small administrative tasks and errands
• Helping the Office Manager with supplies, inventory, and internal logistics

Events & Wellbeing

• Assisting in organizing internal events (e.g., team-building, seasonal parties)
• Supporting wellbeing and community initiatives (e.g., birthday cards, fun channels)
• Helping the broader team with occasional creative or logistics-related tasks 

Legal & Hiring Information

• Exadel is proud to be an Equal Opportunity Employer committed to inclusion across minority, gender identity, sexual orientation, disability, age, and more
• Reasonable accommodations are available to enable individuals with disabilities to perform essential functions
• Please note: this job description is not exhaustive. Duties and responsibilities may evolve based on business needs 

Your Benefits at Exadel

Exadel benefits vary by location and contract type. Your recruiter will fill you in on the details.

• International projects
• In-office, hybrid, or remote flexibility
• Medical healthcare
• Recognition program
• Ongoing learning & reimbursement 
• Well-being program
• Team events & local benefits 
• Sports compensation
• Referral bonuses
• Top-tier equipment provision