Administrative Assistant

About Xceedance

At Xceedance, we are transforming the insurance industry through a powerful combination of insurance expertise, data, technology, and AI. Since our founding

in 2013, we have partnered exclusively with insurers, reinsurers, brokers, MGAs, mutuals, and self-insured organizations to help them operate more efficiently, make better decisions, and deliver stronger outcomes for their customers. This is not a startup. Today, over 5,500 professionals support more than 350 clients across 13 global locations spanning the Americas, Europe, the UK & Ireland, the Middle East, Asia, Australia, and New Zealand.

What makes Xceedance different is our technology-first approach. We combine deep industry knowledge with innovative digital solutions and AI capabilities, including IAN, our AI orchestration platform, to help clients accelerate transformation and unlock measurable business value. Our work has earned industry recognition from leading analyst firms and technology partners, reflecting our commitment to innovation and excellence.

With more than 9 years of operations in Kraków and a growing team of over 200 professionals, Poland plays a significant role in Xceedance’s continued success. Our professionals work on global projects, collaborate across international teams, and help drive innovation across the insurance industry.

Role description

An Administrative Assistant plays a pivotal role in organizational efficiency by providing comprehensive support to management and staff. This position demands a versatile skill set, including strong organizational abilities, proactive approach, effective communication, and a keen attention to detail to support enhance the daily operations of the organization. From managing schedules and coordinating meetings to handling confidential information with discretion, the Administrative Assistant is a linchpin in fostering a smooth workflow and contributing to the  success of the company. 

What responsibilities will you encounter in this position?

• Managing our reception area (with a big smile on your face)

• Greeting and coordinating company visitors.

• Organizing business trips and accommodation (travels, hotels, car rental).

• Working with suppliers and contractors in scope of: facilities, office supplies, courier services, etc.

• Office documentation processing (invoices, business trips, company orders, etc.)

• Looking after incoming emails & phone calls.

• Preparing presentation, reports, procedures.

• Incoming & outgoing correspondence handling & distribution.

• Logistical support to meetings held in the company, including preparation of the meeting and conference rooms and assisting in catering arrangements.

• Other ad-hoc administrative duties and ad-hoc support for Office Manger.

What you will need to get this job:

• Very good English skills.

• Very good in all Microsoft Office 365 applications.

• Excellent verbal communication skills.

• Able to work independently on a variety of projects.

• Full-time availability to work from the office (8:00-16:00)

• Able to establish and maintain healthy working relationships with co-workers.

• A positive attitude and sense of humor are a must!

How we'll support you: What you'll need to get this job:

• LUXMED medical cover for you with full dental care, oncological preventive program and additional mental health support with helpline & individual sessions with a therapist.

• 8-hour work time with a lunch break already included - spend the rest of the day doing what is important to you as intended in the #2h4Family program.

• Additional days off - to celebrate your birthday, moreover, if you want to have covid vaccine or do a volunteering work, feel free to do so with some extra days off.

• Integration events - monthly delicious breakfasts, movie nights, board game nights, outdoor events.

• Lively and modern office in the City Centre with parking space for employees.

Why Join Xceedance?

Xceedance offers the best of both worlds: the stability of a successful global organization and the energy of a company entering an exciting new phase of growth.

Backed by significant investment and a strong track record of success, we are expanding our business globally, investing heavily in AI-led transformation, and growing our presence across new insurance segments. Our ambition is bold, and so are the opportunities for talented professionals who want to make an impact.

Whether you're looking to solve complex business challenges, work with cutting-edge technology, collaborate with industry experts, or accelerate your career growth, Xceedance provides a platform to do meaningful work at scale.

In Poland, our Kraków office plays a key role in supporting global operations, bringing together talented professionals who combine deep industry expertise with a collaborative and innovative mindset. As we continue to grow locally, we offer exciting opportunities for individuals looking to develop their careers in a dynamic international environment.

If you are passionate about innovation, enjoy building for the future, and want to be part of a company shaping the next generation of insurance services, we'd love to have you on this journey.