Role highlights:

• Executive & Operations Assistant

• Location: Warsaw

• Reports to: Office Manager

• Employment type: Permanent

• Workplace model: Office

• Employment is subject to applicable security screening (incl. SUPO, where required)
  

Why this role matters:

This is a high-visibility position where you will have a direct impact on the efficiency of our leadership and the daily experience of our team. It is the perfect role for an ambitious administrator who wants to transition into broader business operations.

Who We Are
ICEYE is the world leader in sovereign intelligence from space. We deliver persistent monitoring capabilities to detect and respond to changes in any location on Earth.

ICEYE owns the world's largest and most advanced SAR (synthetic aperture radar) satellite constellation. To our customers we provide intelligence with unmatched quality, latency and revisit times, in any weather, day or night. To governments who choose to operate their own constellation we provide this proven capability as a sovereign system.

ICEYE-built constellations serve customers in defence and intelligence, environmental monitoring, insurance and emergency management. We enable fast decisions that contribute to a safer future.

Founded and headquartered in Finland, ICEYE operates globally with over 1000 employees across Europe, North America, the Middle East, and Asia-Pacific.

About the Role

We are a rapidly growing, dynamic company looking for a proactive and highly organized Executive & Operations Assistant. This is a full-time, on-site role designed for a versatile professional who will provide key operational support for our Team.

In this role, you will bridge the gap between high-level executive support and the daily "hands-on" management of our workplace. You are someone who thrives in a busy environment, loves bringing order to chaos, and takes pride in ensuring the office is a productive, professional, and welcoming space for everyone.

Your day-to-day responsibilities

1. Executive Support (CEO Priority)

• Calendar Management: Proactively managing the CEO’s complex schedule, prioritizing meetings, and ensuring the day runs smoothly.

• Meeting Preparation: Organizing internal and external meetings, preparing agendas, and ensuring the CEO has all necessary materials in advance.

• Professional Liaison: Acting as a discreet and professional point of contact for the CEO, handling correspondence and communication with internal and external stakeholders.

• Administrative Projects: Supporting the CEO with document preparation, presentations, and various ad-hoc administrative tasks.

2. Workplace & Office Operations

• Office Continuity: Acting as the go-to person for all daily office needs, ensuring the workspace is always fully functional and organized.

• Supply & Inventory Management: Overseeing the procurement of office supplies, kitchen stock, and equipment—ensuring we never run out of the essentials.

• Vendor Coordination: Serving as the main contact for service providers (catering, couriers, cleaning, maintenance) and ensuring high standards are met.

• Office Assistant Support: Providing daily guidance and task coordination for the Office Assistant to ensure the team is aligned and all tasks are completed.

• Facility Maintenance: Conducting regular walkthroughs to identify and resolve any maintenance or aesthetic issues within the office.

3. Guest Experience & Team Support

• Welcoming Guests: Although we do not have a traditional reception, you will be responsible for ensuring that all guests and clients are greeted professionally and feel well-hosted.

• Team Integration: Helping organize internal team-building activities and supporting the onboarding of new employees from an operational standpoint.

• General Administration: Handling incoming mail and providing general administrative support to the wider team as needed.

Requirements

• Experience: Minimum 3+ years in a professional administrative role (Executive Assistant, Office Coordinator, or Senior Office Assistant).

• Presence: This is a 100% on-site position. You are the operational "anchor" of the office and need to be physically present to manage daily needs.

• Languages: fluent Polish and fluent English (C1) are mandatory for professional communication.

• Technical Proficiency: High level of comfort with GSuite and MS Office.

• Ownership: A proactive, "can-do" attitude—you take ownership of problems and see them through to a solution.

This role is ideal for you if you are...

• A "Master of Logistics": You love organizing spaces and processes to make life easier for everyone.

• Service-Oriented: You have a genuine desire to help others and create a positive office environment.

• Highly Discretionary: You understand the importance of confidentiality when supporting a CEO.

• Unflappable: You stay calm and professional when handling multiple requests at once.

Working at ICEYE

At ICEYE, you’ll join a diverse and highly engaged team united by the ambition to make the impossible possible. As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. Your growth, wellbeing, and success are a priority, with continuous professional development, training opportunities, and a culture where collaboration is how we win.

How We Work (Our Values)

• Make the impossible possible: We set ambitious goals and stay calm under pressure. We bring grit, optimism, and ownership when things get hard, and we keep moving until we find a way.

• Be curious: Go deep, ask questions, listen carefully, and think critically. Understand the “why” behind decisions.

• See the big picture: Stay close to what’s happening across the company so you can make better decisions. Consider how your work affects others.

• Drive effective teamwork: Create psychological safety, invite different perspectives, and build inclusive teams. There are no bad questions.

• Act as one team: We win together. We match tasks to the right owner and stay agile as priorities shift.

• Have fun: What we do matters—and it should be enjoyable. Celebrate progress, take pride in results, and share the wins.
  

Benefits

Our benefits are designed to support your health and wellbeing, at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process.

Our Commitment to Diversity, Equity, and Inclusion

We want ICEYE to be a place where people can be themselves and do great work. Different backgrounds and perspectives make us stronger, which is why we work to create an environment where people feel included, respected, and able to speak up. Whatever your background, we want you to bring your authentic self to the table.

We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help.

Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com.