Office Coordinator & Personal Assistant
Herbalife Polska Sp. z.o.o.
About the role:
In this dual role, you’ll provide high-level support to the Regional Head of Central Europe & Africa (CEA), ensure the smooth operation of our Warsaw office, and contribute to HR administrative functions. You’ll enjoy significant independence, working within defined budgets and procedures, while making a meaningful impact on our operations and culture.
In this role you will work as:
Personal Assistant (50%)
- Serve as the primary contact for Regional Head of CEA, including during his absence.
- Arrange complex travel logistics, including visas, accommodations, transportation, and meals for the Sr Director and visiting executives.
- Manage calendars, schedule and organize meetings, prepare meetings agendas and summaries, coordinate follow-ups on delegated tasks.
- Support in Business Travel Settlements and Compliance Processes, prepare regular and ad hoc reports
Office Coordination & HR administrative tasks (50%)
- Oversee daily operations of the Warsaw office, including maintenance, supplies, and vendor relationships.
- Manage office budgets, monitor expenses, and optimize costs.
- Organize employee events, meetings, and initiatives to foster a positive work environment.
- Ensure compliance with health, safety, and legal regulations, including mandatory medical checks and BHP trainings.
- Maintain HR-related records, including employee leave and service recognition programs.
Our requirements:
- Experience: At least 5 years in Personal/Executive Assistant role and Office Coordination within an international organization.
- Language Proficiency: Native Polish speaker with advanced (C1/C2) English proficiency (both written and spoken), as the role requires daily communication in English with international stakeholders.
- Tech Savvy: Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Teams) is essential, along with demonstrated familiarity with modern office tools and mobile technologies. Experience with AI-powered tools (e.g., for task automation or data analysis) will be a strong advantage.
- Organizational Skills: Outstanding ability to manage multiple priorities with precision and attention to detail, ensuring tasks are completed accurately and on time.
- Communication: Strong interpersonal and written communication skills, with proven experience engaging effectively at the executive level, to build relationships and represent the company professionally.
- Ethics and Values: High level of personal culture, integrity, and trustworthiness, with a strong commitment to upholding company principles and adhering to professional standards.
- Problem-Solving: Proactive, with a solutions-oriented mindset.
- Budget Management: Proven ability to manage budgets and track expenses efficiently.
We offer:
- Luxmed VIP package sponsored by the company.
- Mybenefit System (Multisport Card).
- Life and Health Insurance.
- Extra hours off - wellness hours 15h per year.
- Hybrid work - 3 days in the office / 2 days from home.
- Annual bonus + Easter, Christmas & Vacation bonuses.
- Personal development opportunities and access to online training environments like free access to the LinkedIn Learning platform.
- Unlimited access to company products in the kitchen.
- Free parking slots.
- Family and entertainment events like Santa Claus and Children's Day.
- Possibility to shape our company through CI activities & programs.
Who we are:
Herbalife is a global nutrition company that has helped people pursue a healthy, active life since 1980. Our nutrition, weight management and personal care products are available exclusively to and through dedicated independent Members in more than 90 countries.
Our company offers a culture focused on people, their needs, relationships, and career to help expand talents and a chance to change lives: https://iamherbalifenutrition.com/.
For 40 years, we've known that good nutrition leads to a better life. If you're ready to help us on our mission for nutrition, we want to hear from you today.
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