Personal Assistant to Chief Executive Officer at Outbound Catalyst

Executive Assistant to CEO (Remote, EU-timezone)

About Us

Outbound Catalyst helps early-stage and scaling B2B SaaS companies build outbound systems that drive growth. We run lean, move fast, and value people who take ownership. We’re now hiring an Executive Assistant to work directly with our CEO as the organizational backbone of our leadership team.

This is a remote rol where you have to be operational and available in EU timezone (GMT+1) from 8AM to 6PM.

Why This Role Exists

Our CEO is juggling strategy, client delivery, and growth. Your mission is to remove friction from their day-to-day, keeping projects organized, communication flowing, and calendars under control — so they can focus on the highest-value work.

You’ll be a mix of project manager, gatekeeper, and right-hand partner who thrives on structure, foresight, and execution.

What You’ll Do

• Calendar & Inbox Management: Proactively manage a complex calendar, resolve conflicts, keep inbox at zero, and act as a communication filter.
• Task & Project Organization: Translate conversations and client communication into clear, actionable tasks — nothing slips through the cracks.
• Meeting Prep & Follow-Up: Prepare agendas, confirm attendees, take notes, and follow up on action items.
• Research & Briefing: Provide background briefs, research, and prep so the CEO always walks into meetings fully informed.
• Podcast & Content Support: Manage guest invites, logistics, and LinkedIn engagement.
• Admin Backbone: Handle recurring admin (HR, legal, finance) and knowledge base upkeep.
• Proactive Problem-Solving: Anticipate bottlenecks, spot misaligned priorities, and help keep the CEO focused on what matters most.
• Campaign Setup Support: Transfer campaign drafts from Notion into outreach tools (Smartlead, Lemlist, etc.), apply spintax, and build lists from filters.
• Manage VAs and team as we grow into a bigger organization

What Success Looks Like

First 30 days

• Onboard into our tools, clients, and workflows.
• Own CEO calendar and inbox management.
• Assist in LinkedIn growth via our daily process (1–2h/day).

By 60 days

• Independently manage podcast operations and campaign setup.
• Confidently build lists and organize client communications into tasks.
• Screen candidates for open roles when needed.

By 90 days

• Act as the go-to organizational partner for the CEO.
• Serve as a professional, client-facing communicator when needed.
• Own recurring admin tasks and proactively improve workflows.

Who You Are

• Obsessed with detail and organization — you actually enjoy bringing order to chaos.
• Clear, concise communicator who can confidently represent the CEO with clients.
• Tech-savvy, comfortable with productivity tools (Notion, Instantly, HubSpot, n8n, LinkedIn, Google Workspace).
• Thrives in fast-paced environments, with a strong bias for action and problem-solving.
• Loves planning, research, and anticipating needs before they’re spoken.

What We Offer

• A direct impact role with exposure to strategy, growth, and leadership.
• In-person collaboration with the CEO (we will meet in-person at least 2 times per year).
• Ability to work alongside a serial entrepreneur and help manage his life across the businesses he runs
• A culture that values speed, ownership, and clarity.
• Compensation: €18000-€25000/year + benefits

How to apply

• Fill in this Tally form: https://tally.so/r/wg20l1
• We process applications on Thursdays and Fridays and will get back to you then.
• If you are selected, you will be invited for a 15-minute screening interview
• If that went well, you'll be given 24 hours to complete 2 tasks.
• Followed by a 30-min deep dive interview
• Followed by a proposal meeting