[Hiring] Executive Assistant @Panda Drum

Role Description

The honest version of this job:

• The founder makes decisions fast across supply chain, marketing, hiring, and finance.
• Your job is to ensure nothing falls through the cracks, including:
• Contractor payments that slip.
• Tool subscriptions that run out of credits.
• Onboarding emails promised but delayed.
• Signatures that need chasing.
• You will own the founder's calendar, inbox triage, payments calendar, tool and subscription administration, travel, meeting preparation, and follow-ups.
• You will be measured on whether tasks get done without reminders.
• This is a single-principal role, working directly for the founder.
• Discretion is essential; you will handle sensitive information.

Who you'd actually work for

• Marek, the founder, who built Panda Drum from zero to $50M in four years.
• Direct communication style; feedback is immediate and clear.
• Expects tasks to be closed the same day they are opened.
• Values straightforward communication and quick corrections.
• Offers zero politics and a supportive environment.

What you will actually do

• Manage calendar and scheduling across CET, US, and China time zones.
• Run the payments calendar for contractors and team members.
• Administer tool subscriptions, credits, and access requests.
• Triage the inbox, draft replies, and chase signatures.
• Prepare for meetings and ensure follow-through on action items.
• Handle travel arrangements including flights, hotels, and visas.
• Manage personal admin tasks for the founder.
• Maintain an up-to-date "open loops" list.

Qualifications

• 4+ years as an EA or similar right-hand role, supporting one principal directly.
• Experience in both structured and fast-paced environments.
• Direct communicator; able to address issues plainly and early.
• Proficient in closing loops and confirming task completion.
• Excellent written English (C1+); Polish is a plus.
• Comfortable with numbers and maintaining accurate records.
• Core availability during CET business hours with some flexibility.

Toolstack

• Google Workspace (Gmail, Calendar, Drive)
• Slack
• Notion
• Fireflies
• Recruitee
• DocuSign or similar
• Wise/Payoneer style payment tools
• Spreadsheets
• Familiarity with AI tools (ChatGPT, Claude) is expected.

This job is not for you if

• You want to grow into marketing, operations, or have side projects.
• You run a freelance business or personal brand alongside.
• You need detailed instructions to act.
• You find repetitive tasks beneath you.

Why Panda Drum?

You will have a front-row seat to every decision a $50M company makes, with no committees or politics. The company is profitable and growing fast, providing a stable yet dynamic work environment.