Office & AI Assistant

madiffpl
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📍 Warsaw, PolandFull time
Informatique

About this role

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
  • Building simple AI and no-code workflows using tools such as ChatGPT, Claude, Zapier, Notion AI, and similar solutions
  • 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
  • Continuously identifying repetitive manual processes that can be simplified or automated


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
  • Confident daily user of tools such as ChatGPT or Claude
  • Comfortable with no-code automation tools and eager to experiment with new solutions
  • You do not need to be a programmer, but you should be technically confident and comfortable connecting tools, working with simple APIs or integrations, and creating effective prompts
  • Strong organizational skills, independence, speed, and ability to manage multiple priorities
  • Good knowledge of MS Office, especially Excel, Word, and Outlook
  • Curiosity and a strong motivation to eliminate unnecessary manual work
  • 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
  • Space to experiment with AI tools and introduce new automation solutions
  • 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


If you enjoy finding smarter ways to work, experimenting with AI, and turning repetitive tasks into automated processes, we’d love to hear from you.



Frequently Asked Questions

Is the salary disclosed for the Office & AI Assistant position at madiffpl?
The salary for this Office & AI Assistant role at madiffpl is not publicly listed. Click "Apply Now" to learn more about the compensation package on their official careers page.
Where is the Office & AI Assistant position at madiffpl located?
This Office & AI Assistant role at madiffpl is based in Warsaw, Poland. The position is listed as on-site or hybrid. Check the full job description or apply directly to confirm the work arrangement.
Is the Office & AI Assistant role at madiffpl full-time or part-time?
This is listed as a Full time position. It is posted as a Office & AI Assistant role at madiffpl.
How do I apply for the Office & AI Assistant position at madiffpl?
Click the "Apply Now" button on this page. You will be redirected to madiffpl's official application portal hosted on zohorecruit where you can submit your application directly.
When was the Office & AI Assistant job at madiffpl posted?
This Office & AI Assistant position at madiffpl was posted on Sep 29, 2026. Apply as soon as possible — early applications are often reviewed first.
Office & AI Assistant
madiffpl
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