Executive Assistant – Warsaw Hub

The Role

Who you will work with

You will report to the Senior Manager, VA Team, while working collaboratively with colleagues across London, Delhi, Hyderabad, Newcastle, and Warsaw, ensuring a seamless delivery of service across locations.

Job Overview

The Global Business Support (GBS) function provides high-quality support to Clifford Chance offices worldwide through its various teams, including Document Production, Design Studio, Junior Executive Assistants, Virtual Assistants, and World Firm EAs.

As an Executive Assistant (EA), you will provide dedicated support to allocated GBS stakeholders, assisting with a range of executive and administrative tasks. The role requires flexibility, with key working hours spanning from morning to evening. Adjustments to working hours may be expected upon reasonable request.

What you will be responsible for

You will be responsible for providing comprehensive executive assistance to your assigned stakeholders. The role involves supporting up to five stakeholders, with allocations not fixed by job title; responsibilities may shift, so adaptability and flexibility are essential.

What you will do

As an EA, you will provide executive assistance and support to the allocated Stakeholders, including, and not limited to:

• Inbox Management: Prioritise and streamline email correspondences, keeping the inbox organised and junk-free. File emails systematically to prevent overflow and ensure easy retrieval. Respond on behalf of the stakeholder when required.
• Calendar & Meeting Management: Proactively plan and manage dynamic calendars, resolving scheduling conflicts efficiently. Arrange meeting logistics, including agendas, pre-reads, and coordination. Attend meetings, take minutes, and circulate action points in a timely manner.
• Travel Management: Organise comprehensive travel itineraries, including flights, rail, taxis, hotels, visas, and travel insurance. Ensure calendars are updated with logistical details and maintain structured travel records.
• Expense & Budget Management: Accurately and promptly submit claims (expenses, mileage, etc.) with quick turnaround times. Assist with invoice processing, purchase orders, and budget tracking as required and delegate to Administrative Assistants appropriately.
• Documentation & Data Management: Prepare and maintain accurate documentation, including reports, presentations, and correspondences. Manage document control via iManage and other relevant platforms, ensuring efficient record-keeping.
• Project Coordination: Support stakeholders by researching, compiling, and analysing project data. Draft and review status reports, escalate risks and issues, and monitor project milestones. Make informed decisions independently to meet critical deadlines.
• Confidentiality & Integrity: Maintain the highest level of discretion and professionalism. Adhere to policies, procedures, and regulatory requirements while fostering trust and reliability in stakeholder interactions.
• Collaboration & Team Engagement: Work closely with stakeholders, ensuring seamless communication. Actively contribute to the VA Team in all offices, assist in onboarding new team members, and provide absence cover when needed.
• Ad-Hoc Support: Assist with various ad-hoc tasks, including onboarding new hires, managing distribution lists, organising off-sites and team gatherings, and supporting stakeholder upskilling initiatives

Your Experience

Qualifications

Your Experience and Skills

• Bachelor’s degree required; Master’s/MBA from a reputed institute preferred.
• 5+ years of experience, preferably in a multinational organisation with cross-cultural exposure.
• Proven experience supervising teams in a professional services environment, with a strong focus on service delivery and performance management.
• Prior experience supporting senior leadership, including minute-taking, presentation creation, and managing Excel-based reports.
• Project or programme management experience is desirable; coaching will be provided if needed.

Stakeholder Management

• Strong stakeholder management skills, with the ability to influence and challenge at all levels.
• Comfortable working across international, regional, and local contexts.
• Structured and strategic approach to balancing long-, medium-, and short-term team priorities.
• Strong organisational and delegation skills.

Communication & Collaboration

• Flexible and effective communicator – both verbally and in writing, with proficiency in English and Polish required.
• Maintains regular and transparent communication with managers and colleagues.
• Approachable, helpful, and adaptable in a dynamic team environment.

Analytical & Problem Solving

• Strong analytical skills, with the ability to gather, interpret, and present data insights.
• Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.
• Makes sound decisions based on available information or guidance.
• Proactively identifies opportunities to improve service quality based on stakeholder feedback.

Work Ethic & Professionalism

• Demonstrates resilience and the ability to manage competing deadlines under pressure.
• Quick learner with a proactive, results-driven mindset.
• Able to manage workload independently and as part of a team.
• Exceptional attention to detail in all tasks and deliverables.
• Confident handling new and unfamiliar situations.

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning

Who We Are

We are a global law firm dedicated to creating advantage for our clients - on every matter, every time.

Our Warsaw Hub exemplifies this commitment. We offer a competitive edge and empower the right people to be at the forefront of technological innovation, such as AI investment, legal automation, bespoke tools, to drive transformation at Clifford Chance and create more added-value, efficient solutions for clients and the wider industry.

Joining our team means you will be part of a high-performing culture, globally recognised for the work we do and the advantage we create for world-leading clients. You’ll collaborate with the sharpest minds in the industry, working on some of the most critical legal and commercial business challenges and driving business support processes.

We focus on delivering operational excellence with specialist infrastructure and dedicated support such as, Finance, Legal and Executive administration support, , Risk and Compliance, Business Development, Branding, Marketing and Communications

Our Warsaw Hub

The Warsaw Hub is designed to help clients move faster, smarter, and with confidence. Joining us means becoming part of a dynamic and interconnected global network. Every day and on each project, you will connect with your colleagues across the world. You will learn, you will grow, and you will take your career in the direction you want.

We are closely integrated with the core business of Clifford Chance. This means frequent interactions with senior stakeholders, providing our team with invaluable insights. This close integration ensures that our work is aligned with the firm's overall goals and vision.

The Warsaw Hub requires individuals with advanced capabilities and the ability to engage in thought-partnering with Clifford Chance's lawyers and partners. This means that our team members are not just executing tasks but are actively contributing to the development of innovative legal solutions. This collaborative environment fosters professional growth and ensures that our team is always at the cutting edge of the legal industry.

You will work in the heart of the city. Warsaw is a friendly place to live and to work and has a cosmopolitan environment

Hybrid Working

Due to the nature of this role, new joiners are expected to attend the office four days per week during the initial training period, transitioning to a hybrid schedule of three days per week thereafter with flexibility to increase attendance if business needs require.

Equal Opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.