Informacje o stanowisku

Wondering what your work will look like? 

• You’ll work 100% remotely.
• At first, you will understand the assistant and clients mindset, learn our tools, and learn how to work in a team of assistants, which is called the Evaluation Period.
• Usually, the team is available between 9:00 and 16:00, and during this time we hold team calls, which you need to attend twice a week. Outside these meetings, you can work at times of your choosing, tracking your hours using a tool called Hubstaff.
• The usual full-time workload is around 6 hours of tracked time daily, with room for flexibility depending on your schedule. There is plenty of work and a healthy demand for our services on the market, but we protect our staff from overload.
• We are mostly Polish, but we work in English because we are open to people from any country.
• You will work independently most of the time, but collaborate with the team when necessary. This includes sharing ideas, brainstorming, and tackling projects together.
• Combining this job with other employment may be acceptable during the evaluation period and can be discussed on a case-by-case basis, depending on your prior experience and other factors. However, this arrangement is only temporary, as in the long run we’ve found it to be unsustainable.
• You will take part in our weekly “Sociocracy” online meetings to discuss projects, plans, and share inspirations. Your opinion matters and is valued!
• You’ll be able to make use of our Equipment Funding Policy, which is available to core team members after completing the Evaluation Period.

Let’s talk about money…

For this position, we offer 40-65 PLN per hour (plus VAT if applicable) depending on your experience.

So far, we’ve adjusted the hourly rates twice a year at a rate higher than inflation. You can sign a B2B contract right away, or start with a contract of mandate (for Polish residents).

Where’s the catch? 

Our Executive Assistants work with multiple clients. This position requires a high level of attention to detail and the ability to choose an appropriate work style for the situation at hand. You’ll need to adopt a perspective that can be vastly different from your own, and you’ll need to issue recommendations for the client and his company, according to their value systems, not yours. It is a challenge that not everyone is up for.

Still curious about us?

Were all about improving our clients lives and creating a fun, healthy work environment. Work-life balance is key, and we love good company. Our team is currently powered almost exclusively by women (84.6%), but everyone is welcome.

We share our passions, like travel, pets, LEGO, horse riding, ice skating, dancing, and pilates. We have plant enthusiasts and film fans too! :)

We are beautifully and respectfully different from each other, and know how to talk about these differences in a peaceful way. We work with a human-centered approach - we see each other as important and cultivate a culture of speaking up, giving feedback, and building an atmosphere without unnecessary tension. 

One thing we all agree on: client satisfaction is our top priority. We’re a team of professionals who set the bar high - for ourselves and for the quality of work we deliver. By staying one step ahead, we don’t just get things done - we make life easier. The great feedback we get, shows that were on the right track, and it feels amazing when someone trusts you with a major part of their life!

Check out our website to see how we work: reef-assistants.com

Are you a natural at juggling schedules, managing tasks, and finding info? If yes, you might be just whom were looking for!

Join us as a fully remote Executive Assistant and work with founders of start-ups and CEOs of small to medium companies. Every workday brings something new, letting you dive into different subjects and expand your knowledge.

In the simplest terms, your job will consist of helping high-level clients make decisions - from small, everyday choices to major business dilemmas. To make it happen, you will start with a structured evaluation period, receiving full support and resources to learn how to provide the exceptional quality of service we are proud to be known for.

Once you complete this learning period, you’ll be fully engaged in working directly with our clients, where you’ll research information, organize calendars, and create clear, concise summaries of your work. You’ll turn gathered data into actionable insights that directly support our clients’ decisions. You’ll quickly become an expert in areas you didn’t even know existed. And as you grow in the role, you’ll gradually take on more responsibility - managing client projects, planning multi-month travel, and coordinating events.

After around two years of gaining experience, developing strong competencies, and building trust within the company, the opportunities become truly exceptional: you could work side by side with some of the most ambitious and influential startup founders, helping shape new ventures from the ground up, exploring emerging markets, and designing the strategies and systems that turn bold ideas into thriving businesses. It’s a rare chance to move from trusted advisor to co-creator, contributing to ventures that are redefining industries and leaving a lasting mark on the world of business.

What do you need to join us?

• Very good command of English
• Full-time availability, which for us means 6 hours per day and 30 hours per week, excluding time for breaks
  
• Basic familiarity with Spreadsheets and a willingness to expand your skills 
• A curious mindset and openness to learn - especially when it comes to new topics and research
• Ability to work independently with a proactive and solution-oriented approach
• Strong interpersonal skills: supportive and empathetic toward both the team and the client
• Reliability and a really strong attention to detail
• Great organizational skills with a focus on prioritizing time-sensitive tasks
• Professional maturity and client approach developed through some previous work experiences
• Openness to constructive feedback, seeing it as an opportunity to grow
• Strong communication skills to express ideas in a structured and concise way
• The ability to adapt smoothly to internal processes and guidelines

How can you join us?

Our recruitment process is unique because we dont require a CV. That doesn’t mean your background isn’t important. We’re looking for people with some relevant experience - enough to feel confident in an assistant role and adapt easily to how we work. Have something interesting in your past, big or small? Make sure to tell us about it in the application form!

From there, the focus shifts to your skills. We primarily assess them through recruitment tasks, and then check the fit in practice during an interview and an evaluation period. The process takes a bit of time, but that’s intentional - we’d rather make sure it’s a great match for both sides than rush it.

And since that’s the case, not everyone goes through the full evaluation period: if at any stage we feel the fit might not be right, we’ll make that call early to respect everyone’s time. Likewise, candidates are free to step away at any point if they feel the role or setup isn’t the right fit for them.

Here are the steps:

Application form → 2 recruitment tasks → Interview → Legal agreement → Evaluation Period.

Important note: We do not use the recruitment tasks completed by candidates for any purpose outside the recruitment process.

Wondering what your work will look like? 

• You’ll work 100% remotely.
• At first, you will understand the assistant and clients mindset, learn our tools, and learn how to work in a team of assistants, which is called the Evaluation Period.
• Usually, the team is available between 9:00 and 16:00, and during this time we hold team calls, which you need to attend twice a week. Outside these meetings, you can work at times of your choosing, tracking your hours using a tool called Hubstaff.
• The usual full-time workload is around 6 hours of tracked time daily, with room for flexibility depending on your schedule. There is plenty of work and a healthy demand for our services on the market, but we protect our staff from overload.
• We are mostly Polish, but we work in English because we are open to people from any country.
• You will work independently most of the time, but collaborate with the team when necessary. This includes sharing ideas, brainstorming, and tackling projects together.
• Combining this job with other employment may be acceptable during the evaluation period and can be discussed on a case-by-case basis, depending on your prior experience and other factors. However, this arrangement is only temporary, as in the long run we’ve found it to be unsustainable.
• You will take part in our weekly “Sociocracy” online meetings to discuss projects, plans, and share inspirations. Your opinion matters and is valued!
• You’ll be able to make use of our Equipment Funding Policy, which is available to core team members after completing the Evaluation Period.

Let’s talk about money…

For this position, we offer 40-65 PLN per hour (plus VAT if applicable) depending on your experience.

So far, we’ve adjusted the hourly rates twice a year at a rate higher than inflation. You can sign a B2B contract right away, or start with a contract of mandate (for Polish residents).

Where’s the catch? 

Our Executive Assistants work with multiple clients. This position requires a high level of attention to detail and the ability to choose an appropriate work style for the situation at hand. You’ll need to adopt a perspective that can be vastly different from your own, and you’ll need to issue recommendations for the client and his company, according to their value systems, not yours. It is a challenge that not everyone is up for.

Still curious about us?

Were all about improving our clients lives and creating a fun, healthy work environment. Work-life balance is key, and we love good company. Our team is currently powered almost exclusively by women (84.6%), but everyone is welcome.

We share our passions, like travel, pets, LEGO, horse riding, ice skating, dancing, and pilates. We have plant enthusiasts and film fans too! :)

We are beautifully and respectfully different from each other, and know how to talk about these differences in a peaceful way. We work with a human-centered approach - we see each other as important and cultivate a culture of speaking up, giving feedback, and building an atmosphere without unnecessary tension. 

One thing we all agree on: client satisfaction is our top priority. We’re a team of professionals who set the bar high - for ourselves and for the quality of work we deliver. By staying one step ahead, we don’t just get things done - we make life easier. The great feedback we get, shows that were on the right track, and it feels amazing when someone trusts you with a major part of their life!

Check out our website to see how we work: reef-assistants.com

,[PRODUCTS: Research and compare items like standing desk, Cloud Storage Solutions, portable AC units, various electronic devices & accessories, safety equipment etc. to find the best options for clients. , SERVICES: Find and compare services such as cleaning companies, nannies, lawyers, notaries, tax advisors, taxis, recording studios, international transfer apps, bank accounts, and tutors. , TRAVEL: Organize trips, book hotels and flights, research eSIM cards, schedule hairdresser appointments in Bali, rent cars, and plan conference trips. Navigate time zones and varying service levels, especially in Asia. , BUSINESS (experienced assistants only): Design scalable processes, e.g., for onboarding new employees, organize workflows and team structures, scout opportunities for growth in places like Southeast Asia, brainstorm go-to-market ideas, research competitors, and look into potential partnerships or acquisitions. Requirements: MS Excel, MS Office, Good work organization, Office management, Team work Tools: . Additionally: Flat structure, Small teams, International projects.

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