Executive Assistant (Float) with English

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work, a champion of diversity and a model of social responsibility. We are currently #1 ranked consulting firm on Glassdoor’s Best Places to Work list and have maintained a spot in the top four on Glassdoor’s list since its founding in 2009. Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally. 

WHO YOU’LL WORK WITH

You’ll join our Global Business Services Center in Warsaw, which provides best-in-class internal support for Bain leadership and consulting teams across Europe, the Middle East and Africa.

You’ll work closely with colleagues across offices and functions in a fast-paced, international environment, while becoming part of a collaborative and supportive team in Warsaw.

WHERE YOU’LL FIT WITHIN THE TEAM

As an EA Float, you’ll play a flexible and highly valued role within our wider EMEA Float team, providing high-quality administrative and operational support to senior leaders across the region. You’ll step in where business needs are greatest, ensuring continuity of support during absences, transitions and periods of high demand.

You’ll work closely with consultants, leadership teams, other Floats, Manager Assistants, Executive Assistants and Team Managers across Europe, the Middle East and Africa. This role is ideal for someone who enjoys variety, builds relationships quickly and can adapt with confidence to different stakeholders, working styles and priorities. It offers broad exposure to different teams, business functions and cultures, while giving you the opportunity to make an immediate impact in a fast-paced, international environment.

WHAT YOU’LL DO  

• Managing diaries and schedules

You’ll manage busy and evolving diaries, proactively adjusting schedules when priorities change. You’ll also reschedule complex meetings and travel itineraries, often at short notice.

• Coordinating meetings

You’ll schedule internal and external meetings, coordinate across multiple stakeholders and time zones, and help maintain strong working relationships with key client contacts.

• Organizing travel

You’ll work with our travel provider to coordinate complex travel itineraries and support the timely procurement of visas and other travel documentation. You’ll also proactively anticipate travel needs and changes.

• Supporting relationship management

You’ll build and maintain cooperative relationships with supported leaders, colleagues and clients at all levels, both internally and externally. You’ll also use CRM and digital mailing systems in line with global data standards, including accurate and timely creation and updates of contact information.

• Providing logistics and technical support

You’ll provide logistical and technical support for meetings, conferences and workshops, using tools such as PowerPoint, Word, Excel and online research.

• Managing expenses

You’ll process time and expense submissions, manage complex expenses, run bank statement reconciliations and process foreign currency receipts accurately and on time.

• Supporting internal assignments

You’ll assist supported leaders with non-consulting internal assignments, helping them manage their time and priorities effectively.

• Contributing to the broader team

You’ll also have opportunities to collaborate with other Executive Assistant and Manager Assistant Floats to develop best practices, support case team events, source venues, contribute to internal office-wide projects, and play an active role in GBS Warsaw EA/MA team culture. This may include helping train new team members, supporting office planning events and participating in team activities.

ABOUT YOU

We’re looking for someone who is proactive, highly organized and comfortable working in a flexible, fast-paced environment. You enjoy building strong working relationships, navigating changing priorities and providing seamless support across teams, regions and time zones. You bring a positive, “can do” mindset and are motivated by delivering high-quality support to senior stakeholders.

Essential qualifications and experience:

• You have experience working in a demanding corporate environment, preferably in professional services, consulting or a blue-chip organization.
• You have excellent knowledge of Microsoft Outlook, HCL Notes or Google Calendar.
• You bring strong calendar management experience, including coordinating complex schedules across multiple stakeholders and time zones.
• You are fluent in English.
• You can successfully balance the support requirements of multiple senior stakeholders across different regions and time zones.
• You are comfortable working in a highly flexible role focused on providing back-up and cover support across teams.

Preferred qualifications:

• You have at least 2–3 years of professional experience supporting directors, management board members, managers, departments and/or relevant administrative functions.
• You have 1–5 years of experience working in a demanding corporate environment.
• You have additional language skills such as French, German or Spanish.
• You hold a BA or Master’s degree.