Executive Assistant

Viktor is the AI coworker. 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 with a single teammate.

The team is small. The scope is not.

The Short Version

You're the person who gets things done. When work needs to move - a vendor chased, a contract pushed to signature, an offsite booked, a process built from scratch, a candidate scheduled - it lands with you and it closes. Quietly, quickly, correctly. You don't wait to be asked twice.

The work shifts week to week. One morning it's a compliance evidence pack, the afternoon it's flights for a founder trip and a vendor negotiation, the next day it's hiring logistics. You move between contexts without losing momentum on any of them.

What's Actually Going On Here

Zeta is ~15 people across Warsaw and Munich, scaling fast. Ops is the bottleneck - 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 own live operational workstreams and run them to done.

What You'll Actually Do

The work spans project closure (vendor selection, tool rollouts, office setup), travel and offsites (founder trips, team gatherings, visiting partners - researched, shortlisted, booked), meeting follow-through (notes, owners, chasing until things close), finance and legal admin (expenses, signatures, vendor onboarding, document filing), office and event logistics, new-hire onboarding logistics, and hiring execution (moving candidates through the funnel end-to-end).

What ties it together: you take a brief, come back with a recommendation, and execute. You don't hand work back up. You spot gaps before anyone names them and fill them.

The Bar

This role is judged on closure rate, not effort. You'll be measured on how many active threads you're driving, how fast they close, project follow-through, and how often anyone has to ask twice. The target is zero.

How You'll Know It's Working

• 30 days. Steady portfolio of threads closing each week. Friday summary going out: what closed, what's in flight.

• 60 days. Live work routes to you, not around you. Travel, offsites, and vendor work land without surprises. Candidates report a tight, professional process.

• 90 days. You're the operational backbone. Everyone else spends materially more time on their actual job 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.

• Adaptable. The work changes shape constantly and you change with it. Five live threads in a single morning, none dropped.

• Highly organized. You run systems, not memory.

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

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

• Strong written and spoken English. Warsaw-based, CET, in the office regularly.

• No specific years of experience required. We care about evidence you get things done.

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

Even Better If

• You've run ops or logistics in a high-volume environment before - conference ops, agency coordination, founder's office, recruiting, 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.

Interview Process

Screening call, then an on-site deep dive in Warsaw. Typically inside a week.

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, meaningful equity, 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.