Executive Assistant (Maternity cover with the possibility of extension)

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.