Executive Assistant (Maternity cover with the possibility of extension)

Job Description:

Overview

Working with inspiring and experienced colleagues, you'll find that the atmosphere in our city-centre office in Kraków is informal and engaging. With drive and ingenuity, our teams deliver vital services to PepsiCo employees around the world. With an active, get-things-done culture, this is a place where your dynamism and agility will make a difference.

The Executive Assistant provides high-quality, end-to-end Executive Support services to Executives across the EMEA region within a Shared Support model. The role is responsible for independently managing complex executive calendars, business travel, expenses, meetings, events, and day-to-day administrative needs, ensuring seamless and proactive support across multiple Executives.

The role also contributes to consistent Executive Support standards across the supported Business Unit/Function by collaborating with peers, sharing knowledge, supporting new joiners, and continuously improving processes and service delivery. Success in this role requires an ownership mindset, executive-level communication, proficiency in relevant ESS tools, and a strong commitment to service quality, SLA and KPI performance.

Responsibilities

* Manage end-to-end executive calendars with autonomy, prioritization, and confidentiality;
* Provide complete ownership of complex calendars for Executives, including priority management, conflict resolution, proactive re-scheduling, allocation of focus/buffer time, and seamless integration of travel plans. Handle confidential meetings and collaborate closely with executive teams to ensure alignment with business needs, applying the FASE Method® in daily decisions;
* Coordinate business travel and provide operational support throughout the entire travel cycle;
* Independently plan, book, and coordinate travel in Egencia-including flights, hotels, trains, car rentals, and ground transport-based on executive preferences. Conduct check-ins, support urgent changes, and ensure real-time problem solving during disruptions. Manage all related documentation including VISA requests, invitation letters;
* Process, reconcile, and manage expense reports with accuracy, compliance, and timeliness
* Complete end-to-end expense settlements in Concur, ensure timely invoice processing, maintain compliance with internal policies, and support executives in resolving discrepancies;
* Plan, coordinate, and execute meetings and events across EMEA;
* Organize on-site and virtual events for Executives, including agenda development, reservations, technology coordination, and logistics planning. Arrange access cards, venue bookings, room scheduling, and support local office requirements to ensure high-quality execution of events;
* Maintain strict confidentiality and exercise mature judgment in handling sensitive information
* Ensure high discretion when exposed to strategy documents, organizational decisions, personnel matters, and confidential communications. Demonstrate maturity and professional judgment in all interactions with leaders and cross-functional stakeholders;
* Provide technical and administrative support using Outlook, Egencia, Concur, and related tools;
* Use ESS tools effectively to support daily operations, take appropriate actions based on request type, and provide accurate, timely administrative support in accordance with the ESS Service Catalog;
* Ensure consistent execution of Executive Support standards across the supported Business Unit/Function;
* Coordinate with peers to maintain aligned priorities, consistent workflows, and standard service levels across the BU/Function. Support the ESS operating model and contribute to smooth collaboration across administrative roles;
* Support preparation and coordination of meetings, materials, and information flow;
* Assist in preparing meeting materials, agendas, briefings, and required documents; ensure timely communication and coordination with internal partners to maintain smooth operational flow.
Qualifications

* 1-3 years of proven Executive Support or similar operational experience;
* Fluent English with strong communication skills;
* Demonstrated ability to use initiative, work proactively and adapt quickly to a constantly changing environment;
* Demonstrated ability to independently manage complex calendars and travel arrangements;
* Advanced MS Office skills (Excel, PowerPoint, Outlook);
* Knowledge of main Executive Support Service tools (Egencia, Concur, Outlook);
* Ability to anticipate needs and take proactive action without direct instruction;
* Willingness to learn, "Can do" attitude and a willingness for undertaking significant challenges
* Excellent prioritization and workload management in multi-executive setup;
* High level of discretion and professional maturity in handling confidential matters;
* Process-oriented mindset with continuous improvement approach;
* Capability to mentor new joiners (Buddy role) and share knowledge within the team;
* Ownership mindset with accountability for service quality, SLA and KPI delivery;
* Tact, diplomacy, ability to cooperate with senior executives;
* Ability to adhere to established rules and the Service Catalog.

* Compensation and Benefits:
* The expected starting compensation range for this position is 79,400 PLN annually (gross);
* Location, confirmed job-related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process;
* In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility.

* Manage end-to-end executive calendars with autonomy, prioritization, and confidentiality;
* Provide complete ownership of complex calendars for Executives, including priority management, conflict resolution, proactive re-scheduling, allocation of focus/buffer time, and seamless integration of travel plans. Handle confidential meetings and collaborate closely with executive teams to ensure alignment with business needs, applying the FASE Method® in daily decisions;
* Coordinate business travel and provide operational support throughout the entire travel cycle;
* Independently plan, book, and coordinate travel in Egencia-including flights, hotels, trains, car rentals, and ground transport-based on executive preferences. Conduct check-ins, support urgent changes, and ensure real-time problem solving during disruptions. Manage all related documentation including VISA requests, invitation letters;
* Process, reconcile, and manage expense reports with accuracy, compliance, and timeliness
* Complete end-to-end expense settlements in Concur, ensure timely invoice processing, maintain compliance with internal policies, and support executives in resolving discrepancies;
* Plan, coordinate, and execute meetings and events across EMEA;
* Organize on-site and virtual events for Executives, including agenda development, reservations, technology coordination, and logistics planning. Arrange access cards, venue bookings, room scheduling, and support local office requirements to ensure high-quality execution of events;
* Maintain strict confidentiality and exercise mature judgment in handling sensitive information
* Ensure high discretion when exposed to strategy documents, organizational decisions, personnel matters, and confidential communications. Demonstrate maturity and professional judgment in all interactions with leaders and cross-functional stakeholders;
* Provide technical and administrative support using Outlook, Egencia, Concur, and related tools;
* Use ESS tools effectively to support daily operations, take appropriate actions based on request type, and provide accurate, timely administrative support in accordance with the ESS Service Catalog;
* Ensure consistent execution of Executive Support standards across the supported Business Unit/Function;
* Coordinate with peers to maintain aligned priorities, consistent workflows, and standard service levels across the BU/Function. Support the ESS operating model and contribute to smooth collaboration across administrative roles;
* Support preparation and coordination of meetings, materials, and information flow;
* Assist in preparing meeting materials, agendas, briefings, and required documents; ensure timely communication and coordination with internal partners to maintain smooth operational flow

Candidate Requirements:

* 1-3 years of proven Executive Support or similar operational experience;
* Fluent English with strong communication skills;
* Demonstrated ability to use initiative, work proactively and adapt quickly to a constantly changing environment;
* Demonstrated ability to independently manage complex calendars and travel arrangements;
* Advanced MS Office skills (Excel, PowerPoint, Outlook);
* Knowledge of main Executive Support Service tools (Egencia, Concur, Outlook);
* Ability to anticipate needs and take proactive action without direct instruction;
* Willingness to learn, "Can do" attitude and a willingness for undertaking significant challenges
* Excellent prioritization and workload management in multi-executive setup;
* High level of discretion and professional maturity in handling confidential matters;
* Process-oriented mindset with continuous improvement approach;
* Capability to mentor new joiners (Buddy role) and share knowledge within the team;
* Ownership mindset with accountability for service quality, SLA and KPI delivery;
* Tact, diplomacy, ability to cooperate with senior executives;
* Ability to adhere to established rules and the Service Catalog.

* Compensation and Benefits:
* The expected starting compensation range for this position is 79,400 PLN annually (gross);
* Location, confirmed job-related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process;
* In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility