Executive Assistant [Professional Staff]

Jamboree Office Department
Operation Area: Executive Support
Apply by:
31 Aug 2023

Role Description

Position: Executive Assistant, Jamboree Office

Type of Engagement: Contract of mandate or contract of employment

Duration: September 2023 through December 2027 with probation period of 3 months in case if contract of employment is agreed as a preferable modality.

This position is based in the Gdańsk Office.

  • Provide comprehensive administrative support to the Board of Directors, ensuring streamlined communication and meeting logistics.
  • Coordinate and schedule meetings of the Board of Directors, Foundation Council and the Directors.
  • Prepare and distribute meeting agendas, background materials, and briefing documents to Board members in advance.
  • Record and distribute meeting minutes, and ensure follow-up on action items.
  • Serve as a liaison between the Directors and other departments, stakeholders, or external partners.
  • Organize travel arrangements and itineraries for Board members related to Jamboree duties.
  • Handle confidential board-related information with utmost discretion and sensitivity.
  • Maintain an organized system of physical and digital files related to Board activities.
  • Assist in the preparation of Board presentations and reports.
  • Support Board members with specific projects or tasks as directed.

Applicant Profile

  • Strong alignment with the values and principles of Scouting.
  • Proven experience as an Executive Assistant or similar high-level administrative role, ideally with Boards or Executive Committees.
  • Exceptional organizational and multitasking skills.
  • Superior interpersonal and communication skills.
  • A proactive and anticipatory approach, recognizing and addressing the needs of the Board.
  • Ability to handle confidential and sensitive information with discretion.
  • Fluency in both English and Polish.

Knowledge and Skills

  • Proficiency in office software tools, such as MS Office Suite and Google Workspace.
  • Familiarity with board governance, protocols, and best practices.
  • Excellent note-taking and documentation skills.
  • Knowledge of the inner workings and structure of large events or non-profit organizations.
  • Ability to quickly understand, assimilate, and relay complex information.
  • Strong problem-solving skills and an ability to prioritize Board members’ diverse needs.

How to Apply

Please submit your application to [email protected] (office[at]wsj2027.pl) by 23:59 (CEST) on 31 August 2023. Your application should include:

  1. A Curriculum Vitae in English, following the Europass standard (https://europa.eu/europass/pl). Your CV should specify your date of birth, contact telephone number, and if you’re a member of Scouting your membership details in ZHP or WOSM Member Organisation.
  2. A covering letter in English, up to four paragraphs, showcasing your relevant experience, skills, and explaining why you’re interested in this professional opportunity.
  3. Contact details to two individuals who can give recommendation about your past experience.

The Jamboree Organisation will connect with candidates who have successfully submitted a comprehensive and timely application.

Scouting is an inclusive, values-based Movement under the Scout Promise and Law. Applying for positions in the Jamboree Planning Team is open to all young people and adults who accept our fundamental values.

The Organising Committee for the XXVI World Scout Jamboree, as an organisation established to host the Jamboree, stands against discrimination of any kind, including race, colour, nationality, age, gender, sexual orientation, language, religion, social background, or political beliefs – so long as they are consistent with Scouting values.

Respecting and valuing the diversity of all volunteers and employees involved in organising the Jamboree ensures that we maximise the potential of all young people and adults by creating better, fairer, safer working environments.

Your personal data will be treated with utmost confidentiality in compliance with GDPR regulations, and will be used solely for this recruitment process. We store your information securely and will not share it with third parties without your prior consent. By submitting your application, you agree to the processing of your data in accordance with these terms.

Upcoming Official World Scout Events

Jamboree driven by values

As we get ready for the World Scout Jamboree, we pledge to follow ethical standards, norms, laws, and the internal regulations of the Polish Scouting & Guiding Association (ZHP) and the World Organization of the Scout Movement. All these principles are based on fundamental values - the Scout Promise and Law.
Copyright © 2019-2023 Związek Harcerstwa Polskiego & Organising Committee for the XXVI World Scout Jamboree Poland 2027. All rights reserved. The World Scout Emblem is a registered trademark of the World Scout Bureau, Inc.

Pictures: © World Scout Bureau, Inc.; Getty Images; Pexels GmbH; ZHP/Zuzanna Gałczyńska, Karolina Pośnik, Matylda Hojnor, Karolina Piotrowska, Patryk Sikora, Weronika Małachowska, Agnieszka Madetko-Kurczab, Piotr Rodzoch, Karolina Pośnik, Arkadiusz Wydro, Sebastian Strachowski, Kamil Jasiński, Konrad Kmieć.


Organising Committee for the
26th World Scout Jamboree

Za murami 2-10
80-823 Gdańsk, Poland
[email protected]


Organising Committee for
the 26th World Scout Jamboree

Za murami 2-10, 80-823 Gdańsk, Poland
[email protected]

ZHP National Office (Główna Kwatera ZHP)

Marii Konopnickiej 6, 00-491 Warszawa, Poland

sekretariat[at]zhp.pl, +48 22 339 0645
ZHP Spokesperson: rzecznik[at]zhp.pl, +48 22 339 0688, mob. +48 601 246 164

Staff Members

Karol Gzyl – Executive Director
Artur Glebko – Finance Director
Piotr Pietrzak – Manager, Executive Office
Safe from Harm Team
The Organising Committee for the XXVI World Scout Jamboree has been established by Związek Harcerstwa Polskiego as a foundation under the Host Organisation Agreement, providing a legal entity for the planning and delivery of the World Scout Jamboree Poland 2027. The foundation is registered in the National Court Register held by the District Court Gdańsk-Północ in Gdańsk under the number KRS 0001022285. It has a tax identification number of PL-583-347-28-08 and a statistical number REGON 52467170500000. The foundation’s legal seat is located at Za murami 2-10, 80-823 Gdańsk, Poland.