Role highlights
Office Assistant
Location: Warsaw
Reports to: Office Manager
Employment type: Permanent
Workplace model: On-site 5 days / week
Employment is subject to applicable security screening (incl. SUPO, where required)
Why this role matters
This is a high-visibility, front-of-house position where you will be the first face our guests, clients, and colleagues see every day. It is the perfect role for a warm, organized professional who takes pride in creating a great first impression.
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 warm, professional, and highly organized Office Assistant. This is a full-time, on-site role designed for someone who will be the face and first point of contact for our office.
In this role, you will manage our front desk and be the first point of contact for everyone who walks through our door. You are someone who thrives on making people feel welcome, stays calm and organized even when the phone is ringing and guests are arriving, and takes pride in keeping the front office running smoothly.
Your day-to-day responsibilities
1. Front Desk & Guest Experience
Welcoming Guests: Greeting all visitors, clients, and guests professionally, ensuring they feel welcomed and well-hosted from the moment they arrive.
Reception Management: Managing the front desk, answering and directing incoming calls, and handling the main office phone line and general inquiries.
Visitor Coordination: Registering guests, issuing visitor badges, and notifying employees of arrivals, following building and security protocols.
Meeting Room Support: Coordinating meeting room bookings, and preparing coffee, refreshments, and snacks for meetings when needed.
2. Mail & Administrative Support
Mail & Deliveries: Receiving, sorting, and distributing incoming mail and packages, and coordinating courier and outgoing shipments.
Supply Support: Assisting with monitoring front-office and kitchen supplies, and ordering food, drinks, and other essentials as needed.
Vendor Coordination: Coordinating with couriers, cleaning, and maintenance providers on day-to-day requests and following up to ensure standards are met.
General Administration: Supporting the wider team with ad-hoc administrative tasks such as document handling, data entry, and filing.
Office Tidiness: Keeping the reception and common areas clean, organized, and presentable throughout the day.
3. Team & Culture Support
Onboarding Support: Supporting the onboarding of new employees by preparing welcome materials and setting up their desks.
Team Integration: Helping organize internal team-building activities and events that support a positive office culture.
Safety & Compliance: Maintaining visitor logs and following health, safety, and security procedures at all times.
What we’re looking for
Experience: Minimum 1+ year in a receptionist, front desk, customer service, or hospitality role.
Presence: This is a 100% on-site position. You are the first point of contact for the office and need to be physically present during working hours.
Languages: Native-level Polish and fluent English (C1) are mandatory for professional communication.
Technical Proficiency: High level of comfort with GSuite and MS Office.