Executive Assistant

Growmodo is a fast-growing, fully remote company providing on-demand design and development services to scaling startups and agencies. We operate in a high-ownership, high-trust environment where speed, quality, and strong relationships matter. As we continue to grow, we're looking for a sharp, proactive Executive Assistant to support our CEO and help keep the business running smoothly at the highest level.

Working Hours: Mondays - Fridays, 8am-5pm Central European Time (CET)

We're looking for an Executive Assistant (EA) to the CEO, who will be a strategic partner and right hand to the CEO, helping manage priorities, protect focus, and ensure follow-through across the business. This role goes beyond admin work; you'll be deeply embedded in day-to-day operations, communication, and coordination with internal leaders and external partners.

This is an ideal role for someone who is highly organized, anticipates needs before they arise, communicates clearly, and thrives in a fast-paced startup environment.

The ideal candidate is a senior-level Executive Assistant who operates as a true partner to the CEO—not just a task executor. They bring structure to chaos, anticipate needs before they're voiced, and confidently manage up in a fast-moving, remote startup environment. They are comfortable wearing multiple hats, communicating at an executive level, and protecting the CEO's time, energy, and focus.

The mission of this role is to protect and amplify the CEO's effectiveness by intentionally optimizing their time, communication, and priorities. By ensuring clear, timely, and well-structured coordination, this role removes friction from leadership and cross-functional initiatives, enabling the CEO to remain focused on strategy, growth, and partnerships—confident that executional details are handled with precision.

The CEO values being open and approachable to anyone in the company. While the EA will actively gatekeep meetings, priorities, and focus, this must be done with context, empathy, and sound judgment—never creating unnecessary friction or distance.

1) CEO Time & Energy Management

• Own the CEO's calendar end-to-end: scheduling, prioritization, buffer protection, and conflict resolution
• Prepare weekly and daily agendas aligned to company priorities (e.g. MAAs, churn, quality, platform)
• Gatekeep meetings thoughtfully: challenge low-value calls, propose async alternatives, and enforce clear decision owners
• Manage travel, logistics, and personal admin so the CEO's time stays focused on strategy and leadership

2) Strategic Execution Support (Not Admin-Only)

• Track CEO initiatives and 0/90-day priorities; follow up with owners until items are closed
• Maintain a CEO dashboard with key metrics, blockers, and decisions pending
• Turn raw ideas, voice notes, and Looms into structured action items, briefs, or Notion documents
• Prepare decision memos ahead of key meetings (context, options, recommendation)

3) Leadership & Company Rhythm

• Prepare leadership meetings: agendas, pre-reads, notes, and decisions logs
• Capture outcomes and translate them into clear next steps for Ops, Product, Revenue, and Quality teams
• Maintain a single source of truth for CEO decisions and strategic principles
• Support offsites, quarterly planning, and retrospectives (logistics + structure)

4) Communication & Filtering

• Act as the first filter for emails and internal requests to the CEO
• Draft clear, concise internal communications in the CEO's voice
• Ensure follow-ups happen without the CEO having to chase people
• Coordinate with PMs, Ops, and Revenue leads to surface issues early

5) Personal Effectiveness & Routine Protection

• Protect deep-work blocks, workouts, recovery time, and personal commitments
• Keep the CEO out of reactive mode (e.g. minimizing Slack or news drift in the morning)
• Manage reminders for personal goals tied to performance (health, learning, relationships)

6) Documentation & Knowledge Hygiene

• Organize and maintain the CEO-level Notion space (strategy, decisions, principles, ongoing bets)
• Ensure important insights become reusable company assets—not trapped in the CEO's head
• Conduct light research and synthesis on topics the CEO is exploring (AI, ops, growth, leadership)

7) Special Projects

• Support hiring processes (coordination, scorecards, candidate tracking)
• Help drive internal change initiatives where execution speed matters
• Act as a temporary project owner for CEO-initiated experiments

You Must Have:

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leaders (MUST have experience supporting a CEO, founder, or senior leadership in a startup or SaaS business environment)
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of discretion, judgment, and emotional intelligence
• Proactive, resourceful, and comfortable working with minimal supervision
• Ability to manage multiple priorities in a fast-moving, remote-first environment
• Tech-savvy and comfortable with tools like Slack, Google Workspace, Notion, Asana, AirTable, and ClickUp

Bonus Points If You:

• Can speak German (huge plus)
• Familiarity with remote team coordination across multiple functions
• Background in operations, project management, or people operations

This Role Is NOT For You If:

• You prefer highly structured, step-by-step instructions and struggle with ambiguity
• You're uncomfortable working directly with a CEO and senior leaders, or pushing back when priorities need clarification
• You see this role as purely administrative rather than a proactive, ownership-driven partnership
• You're easily overwhelmed by shifting priorities in a fast-paced startup environment
• You're uncomfortable handling sensitive or confidential information with discretion

• Work directly with the CEO and gain exposure to company-wide strategy
• Fully remote work with a high level of trust and autonomy
• Opportunity to grow into a more strategic operations or leadership-support role over time
• Be part of a collaborative, people-first culture that values quality and ownership

We Offer:

• Remote work, async flexibility, and a globally distributed team
• High-performance culture with zero micromanagement
• Direct impact on retention and revenue
• Ownership and performance-based growth opportunities

"Being a Customer Relationship Manager at Growmodo has been an incredibly rewarding experience. I get to connect with agencies and marketing teams daily, helping them discover solutions that truly make a difference for their businesses. The role is dynamic and fast-paced, but what stands out is the culture of collaboration and innovation here. The team is supportive, and the tools and training provided empower me to excel. It's fulfilling to see the impact of our services and build strong relationships with clients who trust us as partners in their growth."

— Miguel M., Client Relationship Manager

"It's only been a few months since I joined Growmodo, but I've already learned so much. I'm surrounded by talented individuals who thrive in their fields, creating a culture of excellence and high standards every day. Growmodo has shown me the value of healthy collaboration and teamwork, inspiring me to become the best version of myself as a manager."

— Carmela D., Design Ops Manager

"Working at Growmodo has been a transformative experience. I started as someone working behind the scenes, and now, I'm a full-fledged Project Manager, truly valued by my clients. One of the things I love most is the flexibility — I get to work at my own pace, from anywhere, and at any time, as long as I deliver high-quality results and manage client expectations effectively. Having been here for over three years, I've not only gained invaluable skills in setting up processes and managing projects, but I also have the privilege of training and mentoring my colleagues. It's a rewarding experience to share what I've learned while continuing to learn from them as well. Growmodo fosters a nurturing work environment where you're supported by a talented team of managers, colleagues, and leaders who are always there to guide you. What sets Growmodo apart is its commitment to encouraging you to develop as a whole person, both professionally and personally."

— John P., Project Manager

Ready to join our team? Click on the "Apply" button and get started.

Next Steps: If you're selected, you'll hear from us within two weeks or fewer. The hiring process includes a screening interview with the dedicated recruiter, followed by a trial task. If you pass, you'll have a call with the hiring manager and then a final discussion with our CEO. Successful candidates will then move on to onboarding.

If you're someone who loves creating order, supporting leaders, and making a real impact behind the scenes, we'd love to meet you.

We're waiting for you.

TL;DR

Timezone: Central European Time (GMT+1)

Type: Full-time Contract

Reports To: CEO