Executive Assistant

The Short Version

You're the person who makes everything behind the scenes work. Calendars stay tight, candidates get scheduled inside 24 hours, travel runs smoothly, meetings start on time with the right prep in front of the right people. When something needs to get done, it gets done - quietly, quickly, correctly. You don't wait to be asked twice.

You'll work side-by-side with the Chief of Staff. The role is broad on purpose: hiring logistics, founder calendars, travel, team events, vendor coordination, and whatever else comes up that week.

What's Actually Going On Here

Zeta is ~15 people across Warsaw and Munich, scaling fast. The Chief of Staff covers finance, hiring, legal, compliance, and strategic projects in parallel. The bottleneck right now is execution capacity on the logistics layer - the layer that determines whether the rest of the team gets to focus on building Viktor or spends half their week on calendar Tetris.

That's the seat. You take the operational weight off the Chief of Staff and the founders so they can stay on the work that compounds.

What You'll Actually Do

• Own calendars and scheduling. The Chief of Staff's calendar is yours. Coordinate availability across the team and external partners. Book, reschedule, defend focus time. No back-and-forth threads - you close the loop.

• Run hiring logistics. Screening calls, on-sites, candidate travel, follow-up sequences. Candidates never wait. The funnel moves at the speed you set.

• Run travel and offsites. Flights, hotels, ground, restaurants for team trips, founder travel, and visiting partners. You research options and come back with a shortlist and a recommendation, not a menu.

• Prep meetings end-to-end. Agendas built, materials in the doc, notes taken, action items captured, follow-ups chased until they close. Nothing falls through.

• Triage inbox and inbound. Surface what genuinely needs the Chief of Staff's attention, draft routine replies, route the rest to the right person.

• Handle expenses and admin paperwork. Receipts, expense reports, signature collection, light document filing. Organized and findable.

• Run office and event logistics. Supplies, deliveries, meeting room prep, birthdays, team celebrations, offsite vendor coordination.

• Run new-hire onboarding logistics. Laptop and account provisioning, day-1 schedule, welcome kit, buddy assignment.

• Anticipate. You spot the gap before anyone names it and fill it. The job is to keep things structured so nothing slips.

The Bar

This role is judged on closure rate, not effort. Things either get done or they don't. You'll be measured on response time on scheduling, candidate-experience signal, meeting prep quality, and how often the Chief of Staff or founders have to ask twice. The target is zero.

Day-1 Reality

Week 1: take over the Chief of Staff's calendar. Pick up active interview scheduling. Get oriented on Viktor and Jace as your actual workflow.

How You'll Know It's Working

• 30 days. Calendar is fully owned. Hiring logistics moving without nudges. Weekly task summary going out on Fridays. Office logistics running on autopilot.

• 60 days. Founders escalate logistics to you, not around you. Candidates consistently report a tight, professional process. Travel and offsites land without surprises.

• 90 days. You're the operational backbone. The Chief of Staff is spending materially more time on finance, legal, and hiring strategy because the logistics layer doesn't need them.

Who You Are

• Highly organized. You run systems, not memory.

• Proactive. You see a gap and fill it without being told.

• Sharp and curious. You pick things up fast, ask good questions, connect dots across hiring, finance, and ops without needing the map drawn for you.

• Low-ego and impossible to derail. You handle the unglamorous stuff with the same care as the visible stuff.

• Strong written and spoken English.

• Comfortable juggling scheduling, travel, meeting prep, and admin in a single morning without dropping any of them.

• Warsaw-based, CET, willing to come into the office regularly.

• No specific years of experience required. We care about evidence you get things done - wherever that's from.

• AI-native. You'll use Viktor and Jace as your real daily workflow, not a demo.

Why This Role Is Different

Most EA roles at this stage are split across three people doing it badly. Here it's one seat with full ownership and direct exposure to the Chief of Staff and the founders. You see how a company is actually run - hiring decisions, financing mechanics, legal workflows, vendor calls - not from a deck, from the room.

The work compounds. Every system you build now becomes how Zeta runs at 50 people. You're not filling a slot. You're laying the operational foundation.

Even Better If

• You've coordinated logistics in a high-volume environment before - recruiting agency, EA seat, founder's office, conference ops, anything that proves you can hold many threads at once.

• You've built a scheduling or task system from scratch that someone else inherited and didn't have to rebuild.

• You're already a power user of AI tools in your own workflow.

Interview Process

Two steps, typically inside a week.

1. Online screening call.

2. On-site deep dive in our Warsaw office with Chief of Staff Pawel and Co-Founder Fryderyk.