Executive Assistant

Working with inspiring and experienced colleagues, you'll find that the atmosphere in our city-centre office in Kraków is informal and engaging.

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 proactive support across multiple Executives.

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.

About PepsiCo

• 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.

Responsibilities

• 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.
• 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.

Pay

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.

The ‘Internal Reporting Procedure’ for making reports of violations of the law and taking follow-up action in terms of the Law on Whistleblower Protection of June 14, 2024 is available at www.pepsicopoland.com under the Contact/Career tab