Executive Assistant

I am the CEO of two startup companies — one in Market Intelligence, the other one in Real Estate Development — and both of them are currently in stealth mode. I have teams and business on four continents, very high intercontinental travel activity, a full professional and personal schedule and very ambitious goals.

I am looking to hire an Executive Assistant who is capable of making a difference in my day, ensuring that I have the possibility to work less and have more quality time. That includes first and foremost, being able to receive a task with minimal guidance and reach a quick result, autonomously.

To clarify, this is not a merely secretarial role, but one that will grow you into a very strong, versatile, and knowledgeable person, a true asset within my team. To achieve this, it is a journey we cannot start from zero: the more knowledge and experience you have, the better.

Working Conditions:
Full time, mostly work from home (WFH), occasional travel abroad may be required, sometimes with very short notice. Semi-flexible schedule with «on call» requirement during travel, projects or other critical periods. You will have to connect with team members around the world, which may occasionally require early or late hours.

There will be moments of very high workload, especially at the beginning of the collaboration. This can also include weekends (but usually won’t in the mid/long run).

Responsibilities include:
– Manage inboxes and write emails on the CEO’s behalf
– Organize complex worldwide travel for the CEO and the team and assist the CEO during travel
– Limit access to the CEO ensuring relevant filtering of information
– Prepare meetings (presentations, follow ups, etc.)
– Take meeting notes
– Manage calendar across time zones
– Basic bookkeeping and management of incoming and outgoing payments
– Monitor deadlines and follow ups for crucial projects and communications
– Source and coordinate with suppliers in several countries (e.g. logistics, construction material, hardware, lawyers etc.)
– Source and supervise contractors
– Organize small projects
– General research tasks
– Represent the CEO’s personal or professional interests personally in cases he cannot attend
– Manage an additional assistant within 2-6 months

Your profile:
– Very energetic and confident personality
– Capable to achieve results with minimal instructions
– Outstanding problem solving skills — enjoys achieving goals in complex settings
– Well-developed social skills
– Has imagination and creativity
– Very organized and hard-working
– 1+ year experience in assisting an executive or a team of managers, ideally in a (partially) remote setting
– Prior exposure to internationality (through studying / working abroad or traveling)
– Any university degree
– English: advanced (spoken and written)
– Some knowledge of German and/or Polish language would be a plus
– Literate in standard software

The more experience and knowledge you have in any of the responsibilities as described above, the better — what is even more important is the correct mindset and the absolute willingness to grow. Anything else will be taught on-the-job.

Application Requirements:
In order to consider your application, I kindly ask you to strictly adhere to the following:
Your CV/resume needs to be in English and an English language cover letter is required, please explain in your cover letter:
– Why this job is attractive to you
– Which are the most important treats / skills / knowledge you already have that will help you to make a difference in this role