Personal Assistant

Job Description

Personal Assistant

Contract:  Full Time, Fixed-term Contract (up to 24 months)

Office Location: Warsaw

The role:

This position provides comprehensive and confidential administrative support and assistance to Senior Leadership team of the Poland offices. Additionally, this role will be responsible for ensuring coverage of the Poland offices and providing postal/filings administrative support for the Office Services team.

What your day will look like:

• Coordinate and maintain the diaries of the Senior Leadership team, including organising all appointments, meetings, travel arrangements, etc.
• Arrange detailed travel schedules alongside our travel provider for the Senior Leadership team and other staff members when necessary
• Monitor, respond to and redirect emails as appropriate for the Senior Leadership team
• Work with the Senior Leadership team to maintain their work in progress to ensure timely follow up and completion
• Identify, anticipate and prepare information requirements for the  Senior Leadership team for meetings, presentations, RFPs etc.
• Answer calls when they are in meetings or unavailable, take messages and assist clients where needed
• Assist the marketing team with arranging internal and external events and being onsite where needed
• Document assistance using the Microsoft suite
• Prepare and submit expense claims via Emburse
• Ensure appropriate handover coverage is in place when absent and provide support and coverage for team members
• Administer all incoming documents into the Poland offices, ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified
• Administer all outgoing documents from the Poland offices, ensuring they are scanned before collection deadlines and recorded where required and caseworkers notified
• Process costs onto Connect in real time
• Monitor the Poland Office Services shared mailbox.  Action requests efficiently and recording on to central spreadsheet and raising any issues with management
• Financial tasks including; save and review relevant invoices, administer receipts and invoices for month end expenses via Emburse
• Place orders, make bookings, organise appointments for vendors on behalf of the Office Service Team
• Monitor all stock levels including: stationery, vending machine, coffee machine, kitchen supplies, copy points and place orders as needed
• Welcome visitors to the Warsaw office and represent Fragomen
• Answer and direct all calls into the main switchboard, take details of new enquiries and pass on efficiently
• Manage the reception inbox ensuring messages are answered and dealt with efficiently

The team:

You will be joining a dynamic team of immigration professionals working in a fast-paced, international environment. Collaboration is at the heart of what we do—teamwork, knowledge sharing, and mutual support are essential to our success. As we build our presence in Poland, you’ll have the opportunity to contribute meaningfully from day one while being supported by a culture that values empowerment, growth, and continuous learning. It’s an exciting time to join a team where your expertise will have a real impact. 

What we are looking for:

Essential criteria:

• Able to act under instruction
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Implement effective processes to manage workflow and meet deadlines
• Demonstrates proficiency in word processing, Internet and email systems
• Completes tasks within agreed timeframes and in line with expectations
• Ensures work completed is accurate and follows standard layouts
• Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include (but a