Executive Assistant

Are you a high-capacity operator who thrives on precision, complex problem-solving, and managing the world of a high-performance leadership team?

We’re looking for an Executive Assistant to join the founder of a powerhouse e-commerce incubator that owns and operates 8 brands, collectively generating multiple 8 figures in annual revenue.

This is a long-term role for someone who enjoys working closely with a founder, takes pride in being dependable and detail-oriented, and is comfortable operating across both personal and business-related responsibilities. If you have a systematic approach to organization, thrive under pressure, and are ready to eventually function as a true right hand within a high-performance business environment, this one’s for you.

YOUR MISSION

As the Executive Assistant, your mission is to provide high-level support in managing day-to-day priorities, personal administration, and operational coordination. You will act as the primary engine behind the leadership's daily efficiency, ensuring that every detail, from complex logistics to financial documentation, is handled with total precision.

This is a full-time contractor role based in Warsaw/Poland.

WHAT’S IN IT FOR YOU

• Gain direct insight into the mechanics of a multi-8-figure DTC incubator, learning how complex international supply chains and financial structures are managed at scale.
• Long-term growth potential, with the opportunity to take on broader responsibilities and become a trusted senior support to the founder over time
• Work within a fast-moving, performance-driven team where your ability to create order directly impacts the organization’s bottom line.
• Coordinate across a diverse portfolio of 8 brands, navigating international logistics and high-level business coordination.

WHAT YOU’RE GETTING INTO

This is a hands-on, execution-driven role spanning personal organization, administration, lifestyle coordination, and business support.

Personal Operations & Administration

• Managing the founder’s calendar, scheduling, and daily priorities
• Handling personal communication channels (email, messages, follow-ups)
• Coordinating travel arrangements end-to-end (flights, accommodation, logistics)
• Organizing and maintaining personal documents and records
• Coordinating lifestyle-related services (home services, deliveries, appointments)
• Scheduling and managing health-related logistics (doctors, tests, treatments)

Personal Finance & Coordination

• Tracking and organizing personal expenses
• Preparing and executing payments and transfers as instructed
• Communicating with banks, accountants, tax advisors, and other service providers
• Maintaining structured financial documentation
• Monitoring accounts and flagging issues or inconsistencies

Business Exposure & Support

• Sitting in on internal meetings and operational discussions
• Supporting coordination across brands and internal teams when needed
• Assisting with research, preparation, and internal materials
• Tracking operational tasks, follow-ups, and next steps
• Gradually taking ownership of defined projects and responsibilities

WHO YOU ARE

You’ll thrive in this role if you:

• Have experience supporting senior individuals in a demanding environment
• Are highly organized, detail-oriented, and naturally proactive
• Work well independently and take ownership without constant direction
• Communicate confidently in English, both written and spoken
• Are based in Warsaw / Poland and available for occasional in-person support
• Are comfortable working closely with a founder in a trust-based role
• Experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role is a plus

WHAT TO EXPECT FROM THE RECRUITMENT PROCESS

• Intro Call - an initial conversation to understand background and expectations
• A Call with the Founder - a deeper discussion focused on working style, judgment, and real-life scenarios
• Practical Assessment - a short task to showcase organization, research, and execution
• In-person meeting (Warsaw) – final step to confirm working fit.