Executive Assistant

Job description

Most calendars manage their owners. You'll make sure it's the other way around. The founders' time is the most expensive resource in the company, and you run it - the calendar, the meetings, the travel, the follow-ups. When their day works, the company works. We're ~40 people heading toward 100, and every week adds meetings, candidates, investors, and trips. Your job is to run the founders' operational world so tightly they stop thinking about it: the right people in the room, prepared, on time - without anyone asking you. WHAT YOU'LL RUN - The calendar - scheduling, priorities, conflicts resolved before they surface. Time protected for what only founders can do. - Meetings - agendas ready, materials in the room, notes captured, follow-ups chased until they close. - Travel and expenses - flights, hotels, visas, reconciliation. Right the first time. - Board and investor logistics - decks assembled, sessions prepped, action items tracked to done. - The daily glue - visitors, events, errands, the ad-hoc requests that keep the week moving. THE BAR Every thread is yours until it closes. You don't ask what to do - you bring a recommendation and confirm. The measure of success: the founders' week runs without friction, nothing slips, and nobody asks twice. WHO YOU ARE - You run on lists and systems, not memory - High agency - you see the gap and close it; "I didn't know" isn't a sentence you use twice - Detail-obsessed - wrong name, wrong link, wrong time zone, caught before sending - Calm when three things break at once - cancelled flight, moved meeting, board member emailing - Discreet - you'll see salaries, equity, and board materials before most of the company; nothing leaves the room - Strong English - Warsaw-based, on-site - the role runs on being in the room Nice to have: you've supported founders or C-level before, you've worked across time zones, or you use AI tools (ChatGPT, Claude, Viktor) to run your own work. HOW WE WORK Small team, high trust, low process. Decisions are made by owners, not committees. You will ship your first week. You will talk to users your first day. We don't do alignment meetings or stakeholder syncs. We build things, see if they work, and iterate. WHY VIKTOR We're one of the fastest-growing companies in the world. The product works. The market is pulling. This is a rare window: everyone here owns something real. Not a task. A surface of the company that customers depend on. That doesn't last forever. Right now, it's still true. COMPENSATION Top-of-the-market salary and the kind of ownership that only exists at this stage. The best work happens when you're in the room. Munich, New York, Dublin, and Warsaw. Remote for some roles.