Executive Assistant

About Viktor

Viktor is the AI teammate. It lives in Slack and Microsoft Teams, connects to thousands of tools, and does real work for real companies: finance, marketing, ops, engineering. We're building the product that replaces half the SaaS stack.

The team is small. The scope is not.

The Short Version

You make sure the founders spend their time on the things only they can do. You take operational work off their plates and run it end-to-end: contractor onboarding, vendor management, recruiting coordination, office logistics, board prep, whatever's burning that week.

The seat is built for someone who wants to grow into operations. You'll start with the unglamorous coordination work because that's how you earn the next set of projects. By month twelve, you own real ops surface area and the founders can't remember how the company ran without you.

What's Actually Going On Here

We're ~20 people across Warsaw and Munich, post Series A, growing fast. The founders' time is the bottleneck on half the things we want to do. This seat fixes that. You work directly with both Co-CEOs and become the operational glue between founders, team, candidates, vendors, and investors.

What You'll Actually Do

• Contractor onboarding. Contracts, equipment, accounts, access, first-week setup, owned end-to-end.

• Recruiting coordination. Candidate loops, scheduling, follow-ups, agency comms, keeping the pipeline clean in Attio.

• Vendor and subscription management. Renewals, invoices into Pilot, tool evaluations, killing what we don't use.

• Office and team logistics. Warsaw HQ, visitors, team events, offsites.

• Board and investor prep. Decks, logistics, notes, action-item tracking.

• Travel and expenses for the founders. Booked right the first time, reconciled on time.

• Internal operations. Announcements, all-hands logistics, the boring stuff that compounds if nobody owns it.

What ties it together: you treat every thread as yours until it closes. You don't ping the founders to ask what to do; you bring a recommendation and confirm.

The Bar

This role is judged on whether the founders' time gets freed up and whether the things you own actually run, not on hours logged. "I scheduled it" isn't the bar. "The right people were in the room, prepared, and the follow-ups got done" is.

How You'll Know It's Working

• 30 days. You've shadowed contractor onboarding and recruiting coordination, you know who to ping, and travel and expenses are off the founders' plates.

• 60 days. Contractor onboarding runs through you. You coordinate the recruiting pipeline without supervision and have taken two recurring workstreams off other people's plates.

• 90 days. You've built or rebuilt at least one operational system that didn't exist before. The founders notice the difference in their week.

Who You Are

• High agency. You see the gap and close it, or bring a recommendation. "I didn't know" isn't a sentence you use twice.

• Detail-obsessed. Wrong currency, wrong name, wrong link: these things bother you, and you double-check before sending.

• Calm in chaos. The flight got cancelled, the candidate moved the interview, the invoice is wrong, a board member just emailed. You triage and move.

• Discreet. You'll see salaries, equity, candidate evaluations, board materials. None of it leaves the room.

• Strong written English and Polish. Most internal comms are English; Polish for local vendors, office, and contractors. Warsaw-based, in the office regularly; this role doesn't work remote.

• AI-native. You use Claude, ChatGPT, or Viktor in your actual workflow. If you've automated parts of your own job, say so.

Even Better If

• You've been the first EA or ops hire somewhere and built the function.

• You've coordinated high-volume recruiting and can hold a 20-candidate pipeline without dropping anyone.

• You've worked directly with founders and know when to interrupt, when to wait, when to just decide.

• You're already a power user of Notion databases, Attio, Linear, or Deel.

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.

Everyone here owns something real. Not a task. A surface of the company that customers depend on. When it breaks, you fix it. When it wins, everyone knows whose work it was.

We use Viktor to build Viktor. You'll see what you're working on in action every day.

Why Viktor

This is a rare window. The product works. The market is pulling. The team is small enough that what you do next week will be live in production next week. That doesn't last forever. Right now, it's still true.

Compensation

Competitive salary and the kind of ownership that only exists at this stage.

We're in Munich, New York, and Warsaw. Onsite preferred. The best work happens when you're in the room.