Executive Operations Specialist

The Opportunity

We are seeking an Executive Operations Specialist to support our executive leadership and operational functions. This is a key role that blends administrative expertise, financial coordination, and process optimization to ensure the smooth day-to-day operation of our growing company.

As HyLogic grows, this position offers a unique opportunity to evolve with us. You will gain exposure to strategic decision-making and have the chance to help shape and expand our Executive Operations Support function.

Your Role in Our Future

This is more than just a job, it’s a chance to grow with us. As HyLogic continues to expand, we envision the Executive Operations Specialist evolving into a leadership role, helping to shape and build a best-in-class Executive Operations Support function.

If you’re looking for a position where you can make an impact, grow professionally, and develop alongside a dynamic organization, we’d love to hear from you!

Key Responsibilities

Customer & Vendor Communication

• Handle client communication on administrative topics such as invoices, purchase orders, and documentation.
• Manage administrative aspects of customer contracts, NDAs, and compliance documents.
• Liaise with suppliers and service providers to manage contracts, renewals, and payments.

Financial Coordination

• Act as the primary point of contact between the company and the accounting team.
• Oversee expense reporting, ensuring compliance with company policies.
• Track and prepare reports on KPIs and financial metrics for leadership.

Administrative Process Optimization

• Streamline administrative workflows, creating templates and systems for repetitive tasks.
• Monitor and update internal tools for efficient processes.
• Organize and maintain accurate records in the company’s time tracking software.
• Ensure smooth time tracking processes and customer reconciliation.

Executive & Operational Support

• Organize internal documentation and prepare operational reports.
• Handle correspondence, emails, and calls on behalf of executives.
• Oversee office supplies and facilities for smooth day-to-day operations.

Our requirements

• Bachelor’s Degree in Business Administration, Finance, Management, Communication, or a related field. Equivalent work experience may be considered.
• Strong technical skills, including proficiency in Microsoft Office Suite and familiarity with time-tracking tools.
• Experience in a similar role involving administrative support, operations coordination, or financial processes.
• Familiarity with customer and vendor communication (e.g. handling contracts, invoices, NDAs).
• Exceptional organizational and multitasking abilities.
• Excellent verbal and written communication skills in English and Polish.
• High attention to detail and accuracy in managing records.
• Problem-solving mindset with a proactive approach to process improvement.
• Professionalism and discretion, especially when handling sensitive information.

Optional

• Basic understanding of accounting principles is a plus.

What we offer

• At HyLogic, you’ll have the opportunity to work in a dynamic and innovative environment, surrounded by passionate professionals.
• Extremely rewarding, challenging, and dynamic work in an international environment.
• Very competitive compensation, recognizing your skills and contributions.
• Flexible and agile work practices that prioritize well-being and empower innovation and entrepreneurship.
• A culture that fosters growth and development, offering a clear path for career progression.
• Hybrid work - 3/4 days per week in office at Warsaw.

Benefits

• parking space for employees
• Multisport
• Medicover
• Co-financed lunch