Executive Assistant

Who we are

Panda Drum is a US wellness e-commerce brand, 200,000+ customers. We are on track for $40M+ in 2026. The team is ~40 people across Europe, the US and Asia, plus 100+ creators. The founder runs the company remotely from Central Europe.

The honest version of this job

The founder makes decisions fast across supply chain, marketing, hiring and finance. What falls through the cracks is everything that requires memory and follow-through, not judgment: a contractor payment that slips three weeks, a tool subscription that runs out of credits and blocks a designer for half a day, an onboarding email promised "today" three days in a row, a signature nobody chased.

Your job is to make sure nothing like that ever happens again. 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 exactly one thing: whether things that were said get done without anyone reminding anyone.

This is a single-principal role. You work for one person, not a team. It is high trust: you will see compensation data, supplier terms and hiring decisions before anyone else in the company. Discretion is not a nice-to-have, it is the core of the job.

What you will actually do

• Calendar and scheduling across CET, US and China time zones, including protecting deep-work blocks and drafting reschedule messages that keep relationships warm

• Payments calendar: contractors and team get paid on the 1st and 15th without exception, you run the checklist and confirm execution

• Tool administration: subscriptions, credits, seats, access requests. Nobody on the team ever waits on a top-up again

• Inbox triage: draft replies, chase signatures and open loops, flag only what needs the founder's judgment

• Meeting prep and follow-through: agendas in, action items out, owners chased until closed

• Travel: flights, hotels, visas, full itineraries for Europe, US and China trips

• Personal admin: the boundary between company and founder life is thin, expect some of both

• Keeping a single "open loops" list that is always current and always true

What we need from you

• 4+ years as an EA or similar right-hand role, at least part of it supporting one principal directly (founder, CEO, managing partner)

• You have worked in both a structured environment (corporate, consulting, banking) and a fast, messy one, and you know why we ask

• Direct communicator. If something is late, wrong or at risk, you say it plainly and early. Hinting is not communicating

• You close loops by reflex. A task without a confirmation is not done

• Excellent written English (C1+). Polish is a plus, not required

• Comfortable with numbers: reading an invoice, catching a discrepancy, keeping a simple ledger accurate

• Core availability CET business hours, plus flexibility for occasional evening pings during peak periods (Q4). This is not a 24/7 on-call job, but it is not 9-to-5 clockwork either

Toolstack

Google Workspace (Gmail, Calendar, Drive), Slack, Notion, Fireflies, Recruitee, DocuSign or similar, Wise/Payoneer style payment tools, spreadsheets you actually enjoy keeping clean. Comfort using AI tools (ChatGPT, Claude) to draft, summarize and prepare is expected, we work that way daily.

This job is not for you if

• You want to grow into marketing, operations or your own project on the side. We are hiring someone who wants to be a world-class EA, not someone passing through

• You run a freelance business, an agency or a personal brand alongside. We need full focus

• You need detailed instructions to act. Here you will often get one sentence and full accountability

• You find checking the same list every single day beneath you. That list is the job
  

Why Panda Drum?

You will sit next to every decision a $40M company makes: supply chain, hiring, marketing, finance, all of it crosses your desk. No committees, no politics, no six people to align before anything moves. Decisions here take minutes, and you will watch how they get made. The company is profitable and growing fast, so the seat is stable, but nothing about the work is corporate. If you have ever wanted to see how a business actually runs, this is the closest view that exists.