Office Assistant

Madiff - an international IT consulting company - is looking for an energetic, well-organized, and proactive person to support the day-to-day operations of our office and project teams, while helping us automate repetitive operational work using AI tools.

Your mission: assist our team and CEO and free up leadership time by improving and automating recurring operational processes and managing the day-to-day flow of the business using AI tools and agents.

Your responsibilities:

• Managing day-to-day office operations, documentation, and correspondence
• Supporting CEO, HR, Sales, Recruitment, and Project teams
• Running logistics and procurement, including courier scheduling, laptop and equipment ordering, and consultant travel planning
• Managing and improving ATS workflows, including AI-assisted candidate uploads, tagging, screening support, and reporting
• Supporting candidate and consultant events, including organization, invitations, follow-ups, and basic content preparation
• Supporting onboarding and providing day-to-day assistance to consultants
• Automating recurring administrative and operational tasks and documenting standard operating procedures
• Tracking operational KPIs and preparing weekly dashboards, including time-to-fill, cost per placement, event attendance, and operational bottlenecks

Requirements

• 1-2 years of experience in office administration, recruitment support, operations, executive support, or a similar role
• Hands-on experience using AI tools in daily work
• Very good command of English and Polish, both spoken and written
• Strong organizational skills, independence, speed, and ability to manage multiple priorities
• Good knowledge of MS Office, especially Excel, Word, and Outlook
• Availability to work on-site in Warsaw

Benefits

• Stable cooperation in an international environment
• Opportunity to work closely with leadership and have a real impact on internal processes
• Private medical care
• Open and supportive work culture
• Office in the center of Warsaw (WeWork), pet-friendly ?
• Fresh barista-made coffee every day and a relaxation area