Position: Administration Coordinator / Administration Coordinator

Work location: Henryk Reyman Municipal Stadium in Kraków (30-059), 20 Reymonta Street

Type of employment: Full-time

Employment type: employment contract/contract of mandate

Wisła Kraków is looking for an experienced, organized, and communicative person to manage the Club’s secretariat and provide key support to the Management Board and individual Wisła Kraków departments. This role combines the responsibilities of an office manager, office coordinator, and Management Board assistant, offering a unique opportunity to work in an exceptional sports environment.

Your goal at the Club

Your role will be to ensure the smooth operation of the Club’s office and secretariat, support the Management Board and lawyers in organizing their work, and effectively coordinate administrative processes, including overseeing document circulation within the Club. You will be responsible for ensuring the smooth flow of documents, efficient communication between departments, and professional service for the Club’s guests and partners.

Your main responsibilities

• Coordinating the secretariat and office
• Organizing and supervising daily administrative processes
• Registering VAT invoices and bills and preparing documentation for the Accounting Department
• Maintaining and archiving documentation
• Handling incoming and outgoing correspondence, including registration, scanning, and dispatch
• Overseeing document circulation and the flow of information between Club departments
• Handling and coordinating Management Board and Supervisory Board meetings at the Club
• Handling visits from domestic and international guests, including partners and sponsors—welcoming them, providing the necessary information, and ensuring meetings run smoothly
• Cooperating with external suppliers and institutions

Supporting the Management Board and Legal Department

• Coordinating the meeting calendars of the Management Board and Legal Department
• Monitoring court deadlines and court hearing schedules
• Organizing business travel for the Management Board and other Club employees
• Scheduling Management Board meetings
• Maintaining case files

Who we are looking for

• A person with experience managing a secretariat, office administration, or a position with a similar scope of responsibilities
• A well-organized person who can work under time pressure in a dynamic environment
• A person fluent in English (due to the Club’s international nature and current and future collaborations; at least B2 level)
• A person with excellent work organization, attention to detail, and the ability to set priorities
• Someone who efficiently handles a variety of tasks and responds quickly to current organizational needs
• A person with highly developed communication skills and a high level of personal culture when dealing with clients and institutions
• A candidate with excellent computer, office equipment, and MS Office skills
• A reliable, independent, and responsible person who takes ownership of assigned tasks

What do we offer?

• Stable full-time employment
• An environment full of people with a mission, for whom Wisła Kraków is more than just a job
• A daily dose of sporting excitement and the feeling that your actions have a real impact on the image and reputation of Wisła Kraków
• Opportunities for personal and team development, including access to training, international projects, and new work tools

How to apply?

Interested candidates are asked to send their CV in Polish and English to: [email protected]

The GDPR clause is available HERE

Please include the following clause in your application documents:

“I consent to the processing of my personal data by Towarzystwo Sportowe Wisła Kraków S.A. (KRS: 0000130748) for the purposes of current and future recruitment processes, pursuant to Article 6(1)(a) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).”