UX Writer

📍 Job Overview

Job Title: UX Writer Company: Keepit Location: Długa 72, Kraków, Poland Job Type: Full-time Category: UX Writing / Content Design Date Posted: December 19, 2025 Experience Level: Mid-level (2-5 years) Remote Status: On-site

🚀 Role Summary

• Content Strategy & Design System Ownership: This role involves co-owning the content layer of Keepit's design system, defining terminology, and evolving content guidelines and UX writing principles to ensure product-wide consistency through reusable content patterns.
• Microcopy & Interaction Design: You will be responsible for crafting microcopy and collaborating closely with designers to ensure content and design work harmoniously, documenting best practices and examples directly within the design system.
• End-to-End User Experience Contribution: Translate research insights and data into clear, actionable content and interaction decisions, supporting teams in designing understandable, accessible, and user-friendly flows across the entire product.
• Cross-Functional Collaboration & Enablement: Actively participate in design reviews, provide and receive constructive feedback, and help other teams effectively utilize the Experience System through clear guidelines and content support.

📝 Enhancement Note: While the title is "UX Writer," the responsibilities heavily lean into product content design and design system contribution, indicating a strategic role focused on foundational content elements and organizational consistency rather than solely feature-specific microcopy. The emphasis on "co-owning the design system content layer" suggests a significant level of autonomy and strategic input.

📈 Primary Responsibilities

• Design System Content Management: Define and maintain naming conventions, terminology, and content guidelines within the design system to ensure a unified and coherent user experience across all Keepit products.
• Microcopy Development: Write clear, concise, and effective microcopy for various UI elements, components, and interactions, ensuring it aligns with brand voice and user needs.
• Content Guideline Creation: Co-create and evolve UX writing principles and content style guides that empower other teams to maintain consistency and quality in their product content.
• User Flow Content Design: Collaborate with Product Designers and UX Researchers to translate complex user journeys and data insights into intuitive and accessible content.
• Documentation & Best Practices: Document UX writing best practices, patterns, and examples directly within the design system for easy access and adoption by product teams.
• Cross-Team Support: Provide content guidance and support to various product teams, helping them leverage the design system effectively and maintain content quality.
• Feedback & Iteration: Actively participate in design reviews, providing and receiving constructive feedback to continuously improve content and design solutions.
• Accessibility Advocacy: Ensure all content is written with accessibility standards in mind, contributing to an inclusive user experience.

📝 Enhancement Note: The responsibilities highlight a proactive approach to content strategy, emphasizing not just writing but also defining standards, documenting best practices, and enabling other teams, which is typical for a mid-level to senior UX Writer focused on design system maturity.

🎓 Skills & Qualifications

Education:

• While no specific degree is mandated, a Bachelor's degree in English, Linguistics, Communications, Human-Computer Interaction, Design, or a related field is often beneficial for understanding user-centered communication principles.

Experience:

• 2-5 years of progressive experience in UX writing, content design, or a closely related role within a product development environment.
• Demonstrated experience in contributing to or managing design systems, including content strategy, style guides, and reusable content patterns.
• Proven track record of translating user research, data insights, and business requirements into effective UX copy.
• Experience working within agile development environments and collaborating with cross-functional teams (Product Management, Engineering, UX Research, UI Design).

Required Skills:

• UX Principles Mastery: Deep understanding of user experience design principles, user-centered design methodologies, and how content shapes user perception and interaction.
• UX Writing Expertise: Proven ability to write clear, concise, and effective microcopy for various interfaces, including buttons, forms, error messages, tooltips, and onboarding flows.
• Content Strategy Acumen: Ability to define and implement content hierarchies, information architecture, and content patterns that support user goals and business objectives.
• Collaboration & Communication: Excellent verbal and written communication skills, with a demonstrated ability to articulate content decisions effectively and collaborate constructively with diverse teams across different locations.
• Problem-Solving: Aptitude for translating complex insights from research and data into practical, user-friendly content and design solutions.
• Self-Management: Comfort and proficiency in working independently on scoped tasks, managing personal workflow, and meeting deadlines.
• Adaptability & Feedback: Openness to receiving and incorporating feedback, demonstrating a commitment to continuous learning and mutual mentoring.
• English Proficiency: Advanced spoken and written English, essential for clear communication within an international team.

Preferred Skills:

• Experience with content modeling and structured content approaches.
• Familiarity with accessibility standards (e.g., WCAG) and their application to UX writing.
• Knowledge of product analytics and how to use data to inform content decisions.
• Experience with content governance and localization strategies.
• Familiarity with C++, Common Lisp, or Linux environments (as mentioned in company description, indicating a technical understanding is valued).

📝 Enhancement Note: The "Must-haves" clearly define a mid-level UX Writer profile. The inclusion of "Advanced spoken and written English" is critical for this international role. Preferred skills hint at a company that values technical understanding and robust content operations.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Design System Contribution Examples: Showcase specific instances where you have contributed to a design system, detailing your role in defining terminology, content guidelines, or reusable content patterns.
• UX Writing Case Studies: Present 2-3 detailed case studies demonstrating your process for tackling UX writing challenges, from initial research and ideation to final copy and impact measurement. Highlight how your content improved user experience, task completion, or conversion rates.
• Microcopy Examples: Include a dedicated section showcasing a range of microcopy examples—error messages, tooltips, button labels, form field instructions—that are clear, concise, and user-centric.
• Cross-Functional Collaboration Evidence: Provide examples or descriptions of how you collaborated with designers, researchers, and engineers to integrate content seamlessly into product flows and user interfaces.

Process Documentation:

• Content Strategy Documentation: Demonstrate your ability to create and maintain content strategy documents, style guides, or glossaries that ensure consistency across products.
• Workflow Design: Illustrate how you approach content creation workflows, including research, drafting, review cycles, and implementation with development teams.
• Impact Measurement: Detail how you measure the effectiveness of your UX writing, using metrics such as task completion rates, error reduction, user satisfaction scores, or reduction in support tickets.

📝 Enhancement Note: For a UX Writer role, particularly one focused on a design system, the portfolio is paramount. Candidates should focus on demonstrating their strategic thinking, process rigor, and measurable impact, not just isolated copy examples.

💵 Compensation & Benefits

Salary Range:

• Estimated Range: €35,000 - €55,000 gross per year (approx. 15,000 - 23,500 PLN gross per month)
• Methodology: This estimate is based on industry benchmarks for mid-level UX Writers in major Polish cities like Kraków, considering the company's focus on technology and international operations. Factors include the role's responsibility in co-owning a design system, the need for advanced English, and the overall cost of living in Kraków. Actual compensation will depend on the candidate's specific experience, skills, and negotiation.

Benefits:

• Official Employment: Umowa o pracę contract (Polish employment contract) providing standard labor law protections.
• Additional Vacation: 4 extra vacation days per full calendar year, enhancing work-life balance.
• Internal Sick Leave: 3 days of paid sick leave per year without requiring a doctor's note for minor illnesses.
• Comprehensive Insurance: Health and Life Insurance coverage for peace of mind.
• Employee Capital Plan (PPK): A voluntary, long-term employee savings plan with employer contributions.
• Multisport Card: Compensation for a Multisport card, encouraging an active lifestyle.
• Professional Development: Coverage for professional training sessions, meetups, and conferences to support skill enhancement.
• Language & Communication: Access to an English-speaking club with native speakers and Polish language classes.
• Reimbursements: Support for internet costs and eyeglasses.
• Office Perks: A comfortable office located in the city center (Długa 72) equipped with beverages, fruit, and cookies.
• Social Events: Regular winter and summer parties, events, and team-building activities to foster camaraderie.

Working Hours:

• Standard full-time working hours, likely aligning with the 40-hour work week mentioned. The company operates in Kraków (CET/CEST time zone), suggesting a typical European workday, with flexibility potentially available given the collaborative nature of the design team.

📝 Enhancement Note: The salary range is an educated estimate for a mid-level UX Writer in Poland. The benefits package is robust and typical for a European tech company, with specific Polish employment contract details and additional perks like language classes and professional development coverage.

🎯 Team & Company Context

🏢 Company Culture

Industry: Software / Data Protection. Keepit specializes in providing immutable, historical data archives for cloud-based systems like Microsoft 365, Google Workspace, Salesforce, and Zendesk, protecting customers against ransomware, accidents, and data loss. The backend is primarily built using C++ and Common Lisp, running on Linux, indicating a strong engineering-driven environment. Company Size: While not explicitly stated in the provided data, Keepit is a growing international company with multiple offices. The emphasis on collaboration and a structured design system suggests a company that has moved beyond startup chaos and is investing in scalable processes and employee development. Founded: Keepit was founded in 2011, giving it over a decade of experience in the data protection market, building a solid foundation and deep expertise in its niche.

Team Structure:

• Design System Focus: The UX Writer joins the "Experience System" team, which includes Product Designers, UX Researchers, and UI Designers. This team is central to establishing consistent design practices and quality across Keepit.
• Cross-Functional Integration: This team collaborates closely with Management and Engineering from early discovery phases through to final implementation, ensuring a holistic approach to product development.
• Reporting: The UX Writer will likely report into a Design Lead or Head of Design within the Experience System team, with close interaction with Product Managers and Engineering Leads.

Methodology:

• Collaborative Design: The team emphasizes learning from each other, building shared practices, and fostering psychological safety, clear communication, and continuous improvement.
• Data-Informed Decisions: Research insights and data are integral to shaping both problems and solutions, translating into practical content and design decisions.
• Design System as Partner: The design system is treated as a critical tool that provides clear guidelines, sets direction, and enables consistent, high-quality design across the organization.

Company Website: https://careers.keepit.com/ (primary careers portal) and https://www.keepit.com/ (company information)

📝 Enhancement Note: Keepit's technical foundation (C++, Common Lisp, Linux) suggests a company that values robust engineering and potentially a more technically-minded approach to design and content. The emphasis on the "Experience System" team and its collaborative, cross-functional nature is a key indicator of how design and content are valued.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned as a mid-level UX Writer, typically requiring 2-5 years of focused experience. It offers a significant opportunity to influence foundational content elements and the overall user experience through design system ownership. It's a step beyond junior roles, demanding strategic thinking and independent contribution.

Reporting Structure: The UX Writer will be part of the Experience System team, collaborating closely with Product Designers, UX Researchers, and UI Designers. They will likely report to a Design Lead or Manager within this team, working in direct partnership with Product Management and Engineering.

Operations Impact: The UX Writer's impact is direct and significant, influencing how users understand and interact with Keepit's complex data protection platform. By ensuring clear, consistent, and accessible content, they contribute to:

• Improved User Adoption & Satisfaction: Making the platform easier to navigate and understand.
• Reduced Support Load: Clearer instructions and error messages can preempt user queries.
• Enhanced Brand Perception: Consistent voice and tone build trust and professionalism.
• Design System Maturity: Strengthening the design system by providing a robust content layer, enabling faster and more consistent product development across teams.

Growth Opportunities:

• Specialization: Deepen expertise in UX writing, design systems, and content strategy, potentially becoming a go-to expert within Keepit.
• Leadership: Progress to a Senior UX Writer or Content Design Lead role, taking on more complex projects, mentoring junior team members, and influencing broader content strategy.
• Cross-Functional Movement: Develop a strong understanding of product development, potentially moving into Product Management or UX Research roles that heavily leverage content and user understanding.
• Technical Acumen: Gain deeper insight into Keepit's technical stack (C++, Lisp, Linux), which can be valuable for roles in technically-focused product organizations.

📝 Enhancement Note: This role provides a clear path for growth within a specialized field, with opportunities to influence product strategy and mature organizational design practices. The technical context of Keepit also offers unique learning avenues.

🌐 Work Environment

Office Type: The company offers a "cosy office in Krakow city centre" with specific amenities, suggesting a traditional on-site work environment. The emphasis on collaboration within the design team indicates a desire for in-person interaction and spontaneous ideation. Office Location(s): Długa 72, Kraków, Poland. This centrally located office is likely accessible via public transport and situated in a vibrant part of the city. Workspace Context:

• Collaborative Hub: The office is designed to foster interaction, with amenities like beverages, fruit, and cookies encouraging informal meetings and team cohesion.
• Tools & Technology: While not explicitly listed for the UX Writer, the broader company's technical stack (C++, Common Lisp, Linux) suggests a modern, potentially Linux-centric development environment. Expect standard design and collaboration tools.
• Team Interaction: The emphasis on "psychological safety, clear communication, and continuous improvement" within the design team suggests an environment where open dialogue, feedback, and mutual support are encouraged. Regular team events and parties further reinforce this.

Work Schedule: Full-time employment, likely adhering to standard European business hours (e.g., 9 AM - 5 PM CET/CEST), with potential for some flexibility. The on-site requirement means active participation during core office hours will be expected.

📝 Enhancement Note: The "cosy office" description and central location point to a positive, employee-focused work environment. The on-site nature is crucial for candidates seeking in-person collaboration, especially within a design system team.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening (Recruiter/HR): A brief call to assess basic qualifications, cultural fit, and interest in the role and company. Be prepared to discuss your understanding of UX writing and design systems.
• Hiring Manager/Design Lead Interview: A deeper dive into your experience, UX philosophy, and approach to content design. Expect questions about your portfolio and how you've handled specific challenges.
• Portfolio Review & Presentation: You will likely be asked to present a selection of your work, focusing on case studies that demonstrate your process, problem-solving skills, and impact. This is where your ability to articulate your choices and their rationale will be tested.
• Team Interview / Collaboration Exercise: Meet with other members of the design team (Designers, Researchers) to assess your collaboration style, communication skills, and how you give/receive feedback. A small practical exercise or discussion on a hypothetical UX problem might occur.
• Final Interview (Optional): Potentially meeting with a higher-level manager or stakeholder to confirm fit and discuss the role's strategic importance.

Portfolio Review Tips:

• Curate Strategically: Select 2-3 strong case studies that best represent your experience relevant to design systems and content strategy. Prioritize quality over quantity.
• Show, Don't Just Tell: For each case study, clearly outline the problem, your role, the process you followed, the solutions you created (show actual copy!), the challenges you faced, and the measurable outcomes.
• Highlight Design System Contributions: Explicitly detail any work related to defining terminology, creating content guidelines, or developing reusable content patterns.
• Articulate Your 'Why': Be ready to explain the rationale behind every content decision you made. Why this word choice? Why this tone? How does it align with user needs and business goals?
• Visuals are Key: Include mockups, wireframes, or screenshots to illustrate your copy in context.
• Keep it Concise: Aim for a presentation that can be delivered within the allocated time, leaving room for discussion.

Challenge Preparation:

• Content Audit/Critique: Be prepared to analyze existing UI copy (either from Keepit's product if you can access it, or a similar product) and suggest improvements based on UX principles and best practices.
• Microcopy Writing Task: You might be given a specific UI element or flow (e.g., a form, an error state, a tooltip) and asked to write suitable copy. Focus on clarity, conciseness, and helpfulness.
• Design System Thinking: Consider how you would approach defining terminology for a specific feature or creating a content guideline for a common UI pattern.

📝 Enhancement Note: The interview process emphasizes practical application through portfolio review and potential exercises. Candidates should prepare to demonstrate not just writing ability but strategic thinking, process understanding, and collaborative skills.

🛠 Tools & Technology Stack

Primary Tools:

• Design & Prototyping Tools: Likely Figma, Sketch, or Adobe XD, used for creating and documenting UI copy within designs.
• Design System Platforms: Tools like Zeroheight, Storybook, or internal documentation wikis where content guidelines, patterns, and examples are stored and managed.
• Collaboration Tools: Slack, Microsoft Teams, or similar platforms for day-to-day communication and team interaction.
• Project Management: Jira, Asana, Trello, or similar tools for tracking tasks and project progress within agile workflows.

Analytics & Reporting:

• Product Analytics: Tools like Google Analytics, Mixpanel, Amplitude, or internal dashboards to understand user behavior and identify areas for content improvement.
• User Feedback Tools: Platforms for collecting qualitative feedback (e.g., surveys, in-app feedback widgets, user interviews).

CRM & Automation:

• CRM: Salesforce is mentioned as a system Keepit backs up, suggesting familiarity with CRM concepts might be beneficial, though direct use by the UX writer is unlikely unless supporting CRM-related features.
• Documentation/Knowledge Base: Confluence or similar tools may be used for broader team documentation.

📝 Enhancement Note: While specific tools aren't listed for the UX Writer, the role implies proficiency in standard design software and an ability to work with documentation platforms. Familiarity with analytics to inform content decisions is also key.

👥 Team Culture & Values

Operations Values:

• Psychological Safety: The team actively fosters an environment where members feel safe to express ideas, take risks, and admit mistakes without fear of negative consequences. This is crucial for open feedback and innovation.
• Clear Communication: Emphasis on transparent, direct, and effective communication, especially across different roles and locations, to ensure alignment and understanding.
• Continuous Improvement: A commitment to ongoing learning, iteration, and refining processes and products based on feedback and data.
• Collaboration: A strong belief in teamwork, where collective strengths are leveraged, and shared practices are built together. The design system itself is a product of this collaborative ethos.
• User-Centricity: A fundamental focus on understanding user needs and translating them into intuitive and valuable product experiences through design and content.

Collaboration Style:

• Integrated Design Process: Product Designers, UX Researchers, UX Writers, and UI Designers work together from discovery to implementation, creating a cohesive product development cycle.
• Open Feedback Loops: Regular design reviews and a culture of giving and receiving constructive feedback are integral to improving work.
• Knowledge Sharing: The emphasis on documenting best practices within the design system and supporting other teams implies a culture of sharing knowledge and expertise.
• Mutual Learning & Mentoring: The team actively supports each other's growth, creating an environment ripe for skill development and mentorship.

📝 Enhancement Note: The values described align with modern, progressive tech team cultures, prioritizing employee well-being, open communication, and collective growth, all aimed at delivering high-quality products.

⚡ Challenges & Growth Opportunities

Challenges:

• Balancing Consistency with Flexibility: Ensuring the design system's content guidelines are applied consistently across a growing product while allowing for necessary flexibility in different feature contexts.
• Translating Technical Concepts: Simplifying complex data protection concepts and technical functionalities into easily understandable language for a diverse user base.
• Cross-Location Collaboration: Effectively communicating and collaborating with team members and stakeholders across different time zones and locations.
• Influencing Stakeholders: Advocating for UX writing best practices and design system adherence among various product teams and management.
• Measuring Content Impact: Quantifying the ROI of UX writing efforts, particularly within a design system context, can be challenging but crucial for demonstrating value.

Learning & Development Opportunities:

• Advanced UX Writing Skills: Opportunity to refine expertise in areas like content strategy, information architecture, and advanced microcopy techniques.
• Design System Expertise: Become a subject matter expert in design systems, understanding their architecture, governance, and impact on product development scalability.
• Cross-Functional Knowledge: Gain deep insights into product management, UX research methodologies, and software engineering practices within a tech company.
• Industry Exposure: Potential to attend relevant industry conferences, meetups, or training sessions focused on UX writing, content design, and design systems.
• Mentorship: Benefit from working within an experienced design team and potentially mentor future junior hires as the team grows.

📝 Enhancement Note: The challenges presented are typical for roles focused on design systems and content strategy in growing tech companies. The opportunities emphasize skill development and strategic influence.

💡 Interview Preparation

Strategy Questions:

• "Describe your process for defining terminology and content guidelines for a design system. What steps would you take to get buy-in from various teams?" (Focus on stakeholder engagement, research, and documentation strategy.)
• "How do you balance brand voice and tone with the need for clear, functional UX copy? Provide an example." (Highlight your understanding of brand application in UI context and your ability to adapt.)
• "Walk us through a challenging UX writing project from your portfolio. What was the problem, your approach, the solution, and the measurable outcome?" (Prepare a detailed case study, emphasizing your strategic thinking and problem-solving.)
• "How would you approach writing content for a new feature that involves complex technical concepts related to data protection?" (Demonstrate your ability to research, simplify, and test content for clarity.)

Company & Culture Questions:

• "What interests you about Keepit and our mission in data protection?" (Research Keepit's product, market position, and values.)
• "How do you contribute to a positive and psychologically safe team environment?" (Relate your collaboration style to the company's stated values.)
• "How do you approach giving and receiving feedback within a design team?" (Emphasize openness, constructiveness, and a focus on improvement.)

Portfolio Presentation Strategy:

• Structure Your Narrative: For each case study, clearly articulate the "Problem," "Your Role," "Process," "Solution" (show the copy!), and "Results."
• Quantify Impact: Wherever possible, use data and metrics to demonstrate the success of your work (e.g., "reduced error rates by X%," "improved task completion time by Y seconds," "increased form submission by Z%").
• Showcase Design System Thinking: If you have specific examples of contributions to a design system (glossaries, style guides, pattern libraries), make them prominent.
• Explain Your Decisions: Be ready to defend your copy choices, linking them back to user needs, UX principles, and business goals.
• Practice Your Delivery: Rehearse your presentation to ensure it flows well, stays within the allotted time, and clearly communicates your expertise.

📝 Enhancement Note: Preparation should focus on demonstrating strategic thinking, a structured process, and the ability to articulate the value of UX writing within a product and design system context.

📌 Application Steps

To apply for this UX Writer position:

• Submit your application through the Keepit careers portal link provided.
• Curate Your Portfolio: Select 2-3 of your strongest UX writing or content design case studies, with a preference for those demonstrating design system contributions or complex technical content simplification. Ensure your portfolio clearly outlines your process and measurable outcomes.
• Tailor Your Resume: Highlight keywords and experiences directly related to UX writing, content design, design systems, and collaboration. Quantify your achievements wherever possible.
• Prepare Your Presentation: Rehearse presenting your portfolio, focusing on articulating your strategic approach, problem-solving skills, and the impact of your work. Be ready to discuss your experience with collaboration and feedback.
• Research Keepit: Understand Keepit's product, mission, and company culture. Familiarize yourself with their existing user interface if possible to identify areas where your expertise could add value.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.

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