Executive Assistant

The Short Version

You're the person who gets things done. When work needs to move — a vendor needs chasing, a candidate needs scheduling, a contract needs signatures, an offsite needs booking, a process needs setting up — it lands with you and it closes. Quietly, quickly, correctly. You don't wait to be asked twice, and you don't need a second nudge.

You'll work side-by-side with the Chief of Staff and Founders. The role is broad on purpose: hiring execution, vendor and partner coordination, travel and events, project follow-through, light finance and legal admin, and whatever else needs an owner 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 — too many threads in motion and not enough hands to drive them to closure. Half-finished work piling up is the failure mode we're hiring against.

That's the seat. You take live workstreams off the Chief of Staff's plate and run them to done.

What You'll Actually Do

• Drive hiring execution. Move candidates through the funnel: schedule screens and on-sites, coordinate travel, send follow-ups, collect feedback, push offers through to signature. The funnel moves at the speed you set.

• Run projects to closure. Vendor selection, tool rollouts, compliance evidence collection, office setup, partner coordination. You take a brief, come back with a recommendation, and execute. You don't hand work back up.

• Run travel and offsites end-to-end. Flights, hotels, ground, restaurants, venue scouting for team trips, founder travel, and visiting partners. You research options and come back with a shortlist and a pick, not a menu.

• Own meeting follow-through. Notes captured, action items assigned, owners chased until items close. Nothing slips between meetings.

• Handle finance and legal admin. Expense reports, receipts, vendor onboarding, signature collection on contracts and NDAs, document filing in the right place under the right name. Organized and findable.

• Run new-hire onboarding logistics. Laptop and account provisioning, day-1 schedule, welcome kit, paperwork through to filed.

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

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

The Bar

This role is judged on closure rate, not effort. Things either get done or they don't. You'll be measured on how many active threads you're driving, how fast they close, candidate-experience signal, project follow-through, and how often the Chief of Staff or founders have to ask twice. The target is zero.

Day-1 Reality

Week 1: pick up two or three active workstreams from the Chief of Staff and run them. Active interview scheduling is yours. You get oriented on Viktor and Jace as your actual workflow.

How You'll Know It's Working

• 30 days. You're driving a steady portfolio of active threads to closure each week. Hiring logistics moving without nudges. Weekly summary of what closed and what's in flight going out on Fridays.

• 60 days. Founders and the Chief of Staff are routing live work to you, not around you. Candidates consistently report a tight, professional process. Travel, offsites, and vendor work 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 execution layer doesn't need them.

Who You Are

• Bias to action. You'd rather start, learn, and adjust than wait for a perfect brief.

• 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 five live threads 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 early-stage ops seats 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 run logistics or operations in a high-volume environment before — recruiting, founder's office, conference ops, agency coordination, anything that proves you can hold many threads at once and close them.

• You've built a process 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.

• Online screening call.

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