About WikiBusiness

We create and edit Wikipedia and Wikidata pages for companies, executives, and public figures across Europe. Our clients are CEOs, agencies, and PR firms who need credible presence on the world's most-read reference platform. We work in English, German, Russian, Ukrainian, French, Italian, Spanish, and other languages through a curated network of senior writers and editors.

The business is founder-led, profitable, and entering an operational scaling phase. This role is the first key hire in that phase.

About the role

This is the founder's operational right hand and the backbone of a growing service business. Not a "book the flight" assistant role.

You will own the administrative and operational layer end-to-end: inbox triage, calendar gatekeeping, vendor management, client onboarding, project tracking, travel logistics, personal admin, and research. Within 6 months, you'll know what's happening across the business better than anyone except the founder.

Direct reporting line to founder/CEO. No team to manage initially — you'll help hire and onboard the next 2–3 hires over the following 12 months.

Growth track: Operations Manager → Chief of Staff potential over 18–24 months for the right person.

What you'll do

Month 1–3 · Operational takeover

Triage founder's inbox. Respond directly to 70% using templates; escalate 30% with summary.
Manage calendar with strict rules. All new meeting requests routed through you. Authority to decline by criteria.
Handle vendor relationships: brief 10–15 active contractors (writers, editors, translators), track deliverables, manage payments.
Run client onboarding workflows: contracts, intake, kickoff briefs.
Generate invoices, track payments, chase overdue.
Travel logistics: flights, hotels, ground transport. Ukraine and EU.
Personal admin: appointments, documents, deliveries.
Daily end-of-day briefing + weekly Monday morning sync.

Month 3–6 · Project work

Lead qualification first-pass using defined criteria. Founder sees only qualified leads.
Research: tools, competitors, vendors, partnership due diligence. Output: 1–2 page summaries.
Project tracking across active client work + internal projects.
Draft proposals, sales emails, follow-ups using templates.
Help hire and onboard team members #2 and #3.

Month 6+ · Strategic support

Decision filtering: close recurring decisions per pre-defined criteria; escalate exceptions only.
Continuous improvement of operational SOPs.
Vendor portfolio expansion and quality control.

Must-have

Fluent English (C1+). Native-quality written ability. Tested in interview.
4+ years as Executive Assistant, Operations Coordinator, or Office Manager with senior leadership.
Track record with founder-led businesses. Pure corporate background is harder fit — the structure here doesn't yet exist, you'll help build it.
Technically adept. We use Notion, Gmail/Google Workspace, Slack, Telegram, internal CRM, and AI tools (Claude, ChatGPT). You learn new tools in hours, not days.
Self-starter. Delivers outcomes, not 10 clarifying questions per task.
Discreet. You'll know financial details, client matters, personal information. Non-negotiable.
Based in Varna or willing to relocate. This is an on-site role with our office in central Varna.
Comfortable with direct, low-ceremony communication. We optimize for clarity over politeness.

Compensation

Base salary

€2,000–2,400

gross / month · depending on experience

Quarterly performance bonus

€500–800

tied to specific KPIs

Annual bonus

€1,500–2,500

based on yearly results

Year-1 target total

€32,000–36,000

gross / year

Other

Standard Bulgarian labor contract, full benefits.
Office in central Varna, all equipment provided.
Direct mentorship from founder.
Genuine growth path to Operations Manager or Chief of Staff for the right person.

Process

90-day trial period with written success metrics agreed at start.

First 2 weeks paid; if it's not a fit on either side, we part with no obligation.

Full contract signed after day 14.

How to apply

Send to [REPLACE_WITH_EMAIL] with subject line "EA Plus Application — [Your Name]":

CV (1–2 pages max).
Cover note (max 300 words) answering the three questions below.

Cover-note questions

What's the most operationally chaotic environment you've worked in, and what did you build to make it less chaotic?
Based on what you've read above, what's one process you'd want to audit and improve in your first 30 days here?
Your honest minimum salary expectation? (We don't negotiate from a different number; we offer fairly upfront.)

Applications without the cover note will not be reviewed.

Apply via email

Executive Assistant & Operations Coordinator