Executive Search in Poland Handbook for International Employers

Warsaw | Poznan | Wroclaw | Krakow | Katowice | Lodz | Lublin | Białystok | Szczecin | Gdansk | All Poland and CEE Region

Executive Search in Poland at NAJ International is a structured client process, not a CV-delivery service. We help international employers define the role, read the market correctly, reach passive candidates, assess fit, and move from shortlist to signed offer with less risk.

This handbook explains how we work, what clients can expect at each stage, and where our advisory role adds value. It is designed for HQ HR teams, executive assistants supporting vendor selection, and country managers building leadership teams in Poland.

What this handbook is for

This handbook gives clients a clear view of how we run an executive search project in Poland. It is meant to reduce uncertainty before the project starts and to make the process easier to follow once the search is underway.

For some clients, it works as a first reference point during internal comparisons. For others, it helps align HR, business leaders, and local stakeholders around one process. In both cases, the goal is the same: clear expectations, strong communication, and a hiring process that is easier to trust.

Learn more about NAJ International.

When clients usually come to us

Clients usually contact us when the role is critical, sensitive, or hard to fill through standard recruitment. That often includes C-level roles, plant leadership, country management, finance leadership, sales leadership, and other positions where the cost of a wrong hire is high.

In many cases, the company is also entering Poland, expanding operations, replacing a leader confidentially, or building a new team. Therefore, the need is not limited to candidate sourcing. It also includes local market interpretation, realistic timing, and advice on how to position the role.

This is where Executive Search in Poland becomes valuable. It gives the client a more controlled method, stronger market coverage, and a better basis for decision-making.

How we define the project before the search starts

We start by clarifying the role, the business context, and the search assumptions. Before we contact the market, we need to understand what success in the role actually means.

This stage usually covers the reporting line, scope of responsibility, expected business outcomes, leadership profile, compensation logic, preferred sector background, and location. It may also include discussion of notice periods, mobility, and likely talent availability in Poland.

For international clients, this step is especially important. A role that looks clear at HQ level may need adjustment once Polish market realities are taken into account. A well-calibrated brief improves both speed and shortlist quality later in the process.

How we map the market and identify candidates

We do not depend only on active applicants. Our search process includes research, market mapping, and direct outreach to candidates who are relevant but may not be actively looking.

That is one of the main differences between standard recruitment and executive search. Senior candidates are often passive, selective, and careful about confidentiality. Because of this, they need a credible approach and a process that respects timing, discretion, and context.

Our work at this stage focuses on identifying the right talent pool, not just the most visible profiles. We use sector knowledge, research methods, and direct search techniques to reach candidates who fit the brief in substance, not only in title.

See our executive search in Poland service page.

How we approach and engage candidates

The first contact with a candidate should be thoughtful, relevant, and discreet. It shapes both response quality and employer perception.

We approach candidates with a clear understanding of the role, the business situation, and the level of confidentiality required. This matters because strong candidates evaluate the employer from the first conversation, even before they decide whether to engage.

As a result, our role is not only to open doors. We also help present the opportunity in a way that reflects the employer’s goals and the realities of the market. Good outreach protects brand perception and improves the quality of the pipeline.

How we assess candidates

We assess candidates against agreed criteria, not impressions alone. Our job is to help the client compare people in a structured and decision-friendly way.

That means we look beyond CVs. We review track record, leadership scope, sector fit, career logic, motivation, communication style, and likely fit with the organisation’s culture and stage of growth. Depending on the role, we may also highlight specific strengths, possible risks, and areas that need deeper discussion during interviews.

This stage should create clarity, not noise. Therefore, the value of the shortlist lies in judgment and context, not in the number of profiles submitted.

“A good executive search process should make the hiring decision clearer, not more complicated. Our job is to turn market complexity into a structured recommendation the client can trust.”

Ewa Adamczyk, Managing Partner, NAJ International

How we present the shortlist and support client decisions

A shortlist should help the client decide, not start the analysis from zero. For that reason, we present candidates with context and rationale, not just background summaries.

We explain why each person has been included, how they match the brief, and which points deserve attention in further interviews. This is particularly useful in international structures, where several stakeholders may be involved and decision quality depends on clear comparison.

In parallel, we help keep the process moving. We support interview planning, feedback flow, stakeholder alignment, and next-step clarity. This helps protect both pace and candidate engagement.

How we support the offer stage and closing

The final stage often determines whether the project ends successfully. Once the preferred candidate has been selected, we support the communication and alignment needed to move from decision to offer acceptance.

This may involve timing, compensation structure, expectations on both sides, relocation topics, notice periods, or concerns linked to transition. At this point, process discipline matters just as much as relationship management.

Our aim is to reduce friction and protect commitment. A strong closing phase helps the client avoid late-stage loss of momentum and improves the chances of a successful hire.

How we work across sectors and locations in Poland

Search strategy should reflect both sector context and location realities. The same method does not work equally well for every project.

We support clients across multiple industries, including manufacturing, construction, energy, FMCG, media, pharmaceuticals, retail, distribution, logistics, banking, insurance, IT, telecoms, agro, NGOs, and cultural institutions. We also work with employers hiring in Warsaw, Poznan, Wroclaw, Krakow, Katowice, Lodz, Lublin, Bialystok, Szczecin, Gdansk, and other locations across Poland.

These differences matter in practice. Talent availability, salary expectations, relocation openness, and competitor pressure vary by market. That is why our advisory input is part of the process, not an extra layer added later.

Explore our industry expertise in Poland.

How clients can start working with us

Clients can start in more than one way. Some come to us with a full brief and a defined role. Others start earlier, when the role is still being shaped or when they want to understand whether executive search is the right route.

Both starting points are valid. We can review a brief, discuss the likely market response, or talk through the search model before the project is launched. That early exchange often helps clients refine expectations and avoid avoidable delays later.

There is no pressure to move immediately. You may book an initial consultation, you may send a brief, or you may simply contact us at pracodawca@naj.com.pl if you want to discuss the role and the market first.

You may also find useful answers in our client Q&A on executive search in Poland.

Next step. You may send a brief, book an initial consultation, or simply write to pracodawca@naj.com.pl to discuss the role and the market first.

Author: NAJ International

Published: July 9, 2023 | Updated: March 27, 2026