Founder’s Associate / Executive Assistant (Operations & Personal Brand) – Remote (Poland) Part-time → Full-time

About the Role

I’m a plastic surgeon and business owner in Germany. I’m looking for a smart, proactive, high-agency assistant who can run my day-to-day operations and help me execute faster across business and personal brand projects.

This is not a classic “VA” role. You will own outcomes, drive follow-ups, and build simple systems that keep projects moving without constant supervision.

Location: Remote (Poland preferred), working in Berlin time (CET/CEST)Start: ASAP

Workload: Part-time (10–20 hrs/week) with option to grow to full-time

Language: Strong English required. German is a plus (not required).

What Success Looks Like (KPIs)

• My calendar is controlled, realistic, and optimized weekly
• Inbox/messages are triaged daily and nothing important is dropped
• Projects move forward every week with clear owners, deadlines, follow-ups
• Team tasks are tracked and reported in a simple weekly dashboard
• Personal brand content ships consistently (planning + coordination)

Responsibilities1) Founder Operations (core)

• Calendar ownership: scheduling, confirmations, reminders, time-blocking, travel coordination
• Inbox + message triage: prioritize, draft replies, follow up, create “waiting for” lists
• Weekly planning: set priorities, protect deep work, prevent overload
• Documentation: create SOPs/checklists for recurring workflows

2. Project Management (core)

• Maintain a task board (ClickUp/Notion/Trello): owners, deadlines, status
• Run weekly “execution check” (async or short call): blockers, next steps
• Push work forward via follow-ups and escalation when needed
• Coordinate vendors/freelancers (e.g., editor, designer, writer)

3. Personal Brand Execution (important)

• Maintain a content pipeline: ideas → outline → script → edit → post
• Coordinate video editing (you can edit basic content, but main value is managing the pipeline)
• Blog/article coordination (research, briefs, structure; final polish with me)

4. Business Support (important)

• Track team deliverables and simple weekly metrics (time, tasks done, priorities)
• Light research and sourcing: find best people/tools/services and bring options

Required Skills (non-negotiable)

• High agency & proactivity: you don’t wait to be told; you propose, act, and close loops
• Excellent written communication (clear, structured, concise English)
• Strong organization + systems thinking: you can build simple workflows, not chaos
• Project management discipline: tracking, deadlines, follow-ups, escalation
• Good judgment & prioritization: knows what matters and what doesn’t
• Reliability & responsiveness during agreed working hours (CET)

Preferred Skills (big plus)

• Experience supporting a founder/doctor/agency owner
• Content operations experience (content calendars, briefs, publishing workflows)
• Basic video editing (CapCut / Premiere / Final Cut) and/or YouTube/IG formatting
• Familiarity with tools like Google Workspace, Notion/ClickUp, Slack, Loom
• Ability to recruit and manage freelancers (editor, writer, designer)
• German language skills

Personality Fit

You are:

• Naturally curious, asks “why?” and “what’s the goal?”
• Comfortable pushing back and clarifying priorities
• Solution-driven: bring options, not problems
• Discreet and professional (you’ll handle sensitive info)

Compensation

• Competitive for Poland, based on experience
• Part-time retainer with option to increase hours
• Performance-based bonus possible after trial

Hiring Process (paid trial)

1. Short application (with proof of work)
2. 20-minute call
3. Paid 7–10 day trial with clear deliverables:

• Calendar + weekly planning template
• Task board setup (projects + owners + deadlines)
• Inbox triage rules + follow-up system
• Content pipeline for 2 weeks

How to Apply (include these in your message)

Please send:

1. A short introduction + your location in Poland
2. Your availability (hours/week) and working hours (CET)
3. Examples of similar work (screenshots/templates are fine)
4. Answer this question (important):
5. “If I hired you tomorrow, what would you do in your first 7 days to make me 2x more effective?”