Coordinator, Office & PA - Poland

Coordinator, Office & PA – Poland

Herbalife Polska Sp. z.o.o.

About the role:

In this dual role, you’ll provide high-level support to the Regional Head of Central Europe & Africa (CEA), ensure the smooth operation of our Warsaw office, and contribute to HR administrative functions. You’ll enjoy significant independence, working within defined budgets and procedures, while making a meaningful impact on our operations and culture.

In this role you will work as:

Personal Assistant (50%)

• Serve as the primary contact for Regional Head of CEA, including during his absence.
• Arrange complex travel logistics, including visas, accommodations, transportation, and meals for the Sr Director and visiting executives.
• Manage calendars, schedule and organize meetings, prepare meetings agendas and summaries, coordinate follow-ups on delegated tasks.
• Support in Business Travel Settlements and Compliance Processes, prepare regular and ad hoc reports

Office Coordination & HR administrative tasks (50%)

• Oversee daily operations of the Warsaw office, including maintenance, supplies, and vendor relationships.
• Manage office budgets, monitor expenses, and optimize costs.
• Organize employee events, meetings, and initiatives to foster a positive work environment.
• Ensure compliance with health, safety, and legal regulations, including mandatory medical checks and BHP trainings.
• Maintain HR-related records, including employee leave and service recognition programs. 

Our requirements:

• Experience: At least 5 years in Personal/Executive Assistant role and Office Coordination within an international organization.
• Language Proficiency: Native Polish speaker with advanced (C1/C2) English proficiency (both written and spoken), as the role requires daily communication in English with international stakeholders.
• Tech Savvy: Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Teams) is essential, along with demonstrated familiarity with modern office tools and mobile technologies. Experience with AI-powered tools (e.g., for task automation or data analysis) will be a strong advantage.
• Organizational Skills: Outstanding ability to manage multiple priorities with precision and attention to detail, ensuring tasks are completed accurately and on time.
• Communication: Strong interpersonal and written communication skills, with proven experience engaging effectively at the executive level, to build relationships and represent the company professionally.
• Ethics and Values: High level of personal culture, integrity, and trustworthiness, with a strong commitment to upholding company principles and adhering to professional standards.
• Problem-Solving: Proactive, with a solutions-oriented mindset.
• Budget Management: Proven ability to manage budgets and track expenses efficiently.

We offer:

• Luxmed VIP package sponsored by the company.
• Mybenefit System (Multisport Card).
• Life and Health Insurance.
• Extra hours off - wellness hours 15h per year.
• Hybrid work - 3 days in the office / 2 days from home.
• Annual bonus + Easter, Christmas & Vacation bonuses.
• Personal development opportunities and access to online training environments like free access to the LinkedIn Learning platform.
• Unlimited access to company products in the kitchen.
• Free parking slots.
• Family and entertainment events like Santa Claus and Children's Day.
• Possibility to shape our company through CI activities & programs.

Who we are:

Herbalife is a global nutrition company that has helped people pursue a healthy, active life since 1980. Our nutrition, weight management and personal care products are available exclusively to and through dedicated independent Members in more than 90 countries.

Our company offers a culture focused on people, their needs, relationships, and career to help expand talents and a chance to change lives: https://iamherbalifenutrition.com/.

For 40 years, we've known that good nutrition leads to a better life. If you're ready to help us on our mission for nutrition, we want to hear from you today.