FAQ

• What do we do?

  We make busy professionals’ lives easier by handling time-consuming tasks such as product research, service comparisons, travel bookings, event coordination, and other administrative needs. Our goal is to free up our clients' time, allowing them to focus on their business priorities and personal life.

• Who are Reef Assistants’ clients?

  Our clients are high-level professionals, including startup founders and small to medium-sized business’ CEOs. We assist them in managing both personal and professional tasks, helping them with everything from research to organizing trips and managing services.

• Who can I contact for more information?

  You can contact any of our team members via LinkedIn or reach out to us via email at:
  
  recruitment@reef.pl for recruitment-related info 
  

  assistants@reef.pl for general inquiries or 

  contact our HR Manager directly at: agata.gorzynska@reef.pl.

  We’ll be happy to provide additional details and answer your questions.

• What is Reef Assistants’ company structure?

  Reef Assistants is a brand under Reef Technologies, a well-established software house. The Reef Technologies CEO used the experience gained collaborating with executive assistants to create a premium offering tailored to busy professionals’ needs.

  Inside Reef Assistants, we have two teams: the Core Team, made up of experienced team members only, and the Assistants Team, which we are actively recruiting for.

• What does the Executive Assistant role involve?

  As an Executive Assistant at Reef Assistants, you will collaborate closely with the team and Project Managers, managing a variety of tasks for multiple clients at the same time. These may include researching products and services, helping coordinate travel plans, events, and providing detailed summaries to help clients make informed decisions.

• What benefits do you offer?

  We’re a fully remote team, so you can work from anywhere in the world with flexible hours and unlimited unpaid days off. To help you get started, we offer a paid trial period and a supportive onboarding process, so you can smoothly settle in and see if the role feels right for you. We care about work-life balance and try to keep a positive, collaborative atmosphere. You’ll also get competitive pay, reviewed twice a year and adjusted for inflation, plus the option to receive financial aid for your own equipment. And as a small extra, you can also expect some occasional gifts for birthdays, Christmas, and other occasions.

• Can I combine this position with another job?

  Combining this job with other employment may be acceptable during the evaluation period and can be discussed on a case-by-case basis, depending on your prior experience and other factors. However, this arrangement is only temporary, as in the long run we’ve found it to be unsustainable. The role requires a significant commitment, and we want our team members to focus on delivering high-quality work.
  

• Are your working hours flexible?

  Our working hours are flexible, but most of the team works between 8:00 and 16:00 (CET). You don’t need to be available the same hours every day, but you are required to stay in touch with the team, and track your hours.

• How can I apply for a position at Reef Assistants?

  To apply, simply go to our Careers page, fill out the application form and complete the required recruitment tasks. You will be assessed based on your answers in the application form, performance in the tasks, and then an interview and a trial period.

• What type of person is this role suitable for?

  This role requires a high level of organization and attention to detail, the ability to work independently, and the capacity to understand different clients' needs and value systems and adapt to them. It is ideal for proactive individuals who enjoy problem-solving and challenging work.

• What is the recruitment process like?

  Our recruitment process is unique as we do not require a CV. We assess candidates primarily by reviewing application forms, followed by two recruitment tasks (in English). Once the tasks are completed, we proceed to a practical interview to assess your fit for the role and your English skills.
  

  The final stage is an evaluation period where you start working, and we assess your performance and fit within the team. It is generally conducted in English, but if you speak Polish, you can expect some communication in Polish as well.

• Is it okay to apply with no previous experience as an assistant?

  Yes! Over the course of our recruitment process, everyone gets a fair chance to prove they have the potential to succeed in this position. You don’t even need a CV.

• How do you track your work hours?

  We use Hubstaff to track our working hours and keep things organized, especially when working on projects for different clients. It helps us make sure each client is billed fairly for the actual time spent on their projects.
  

  Most of our work happens on the computer, but we can also track our time spent on tasks away from the screen, like sketching on paper or deep thinking - anything fully dedicated to a company project counts.
  

  We’re on Hubstaff’s basic plan, so there are no advanced monitoring features. The tracker only runs when we turn it on, and when it’s off, nothing is recorded. While it’s on, it might take occasional screenshots, but they’re only visible to the person tracking the time. They’re just there to help you review your own work or fix any missing entries.
  

  We use Hubstaff simply to stay organized and keep projects running smoothly, not to create pressure or compare anyone’s performance.

• How long is the recruitment process?

  The process can vary, but typically, it takes about 2 weeks from submitting the application to starting the evaluation period, which then takes an additional 8 to 10 weeks.

• Is there a trial period?

  Yes, after completing the recruitment tasks and the interview, you may be invited to take part in a fully paid evaluation period. This time serves as an opportunity for both parties to verify if we’re a good fit.

  During the trial period, you’ll take on real-life but archived tasks with ongoing support and feedback from one of our Senior Assistants, who will be assigned as your buddy. We treat this important phase of collaboration seriously. Besides having your buddy, you’ll also have access to comprehensive training resources, so you can try finding answers on your own before reaching out. We really encourage being independent and taking initiative! With the right attitude, you can quickly develop advanced skills even if you’ve never worked as an assistant before.
  

• What working hours to expect? Can I work part-time?

  The role is based on an average of 6 working hours per day, with flexibility to adjust depending on your daily availability. Working hours can be arranged with the project coordinator to stay aligned with the rest of the team. You’ll need to log your hours using a time tracker.

• Do you provide feedback to candidates?

  Yes, we provide feedback on the interview and all recruitment tasks. We also give ongoing feedback during the evaluation period to help you improve and grow in the role. If you feel you need additional feedback, you can always reach out to us via email.

• What contracts do you offer?

  We offer either a B2B contract or, for Poland residents, a contract of mandate (umowa zlecenie). Please note, we do not offer employment contracts (umowa o pracę).

• All this sounds too good to be true. Where’s the catch?

  You might say the catch is that we have very specific criteria, so we only end up hiring a small percentage of candidates. We’re looking for exceptional performance, a strong culture fit, and alignment with our values, so while many people get the opportunity to go through our recruitment process, quite few actually make it onto our team.

• Is the position fully remote?

  Yes, this is a fully remote position. You can work from anywhere in the world. Many of our assistants take advantage of this flexibility to relocate or take workations.

  
  

  Do note you will need to attend one mandatory meeting per week, log your hours using Hubstaff, and maintain communication with the team.

• Do I need to know spreadsheet software at an advanced level when I apply?

  No, a basic understanding of Google Workspace is enough, as long as you're a quick learner and ready to follow instructions. We provide new assistants with resources to help you get up to speed with all the digital tools we use, ensuring you have the support needed to succeed.

• How often do you update job listings? Why is your job ad always on?

  Job listings are updated regularly based on the demand for new team members. We are always looking for talented professionals to join our team, so our recruitment process remains open, even though we’ve already hired several assistants.

• How do you manage remote work as a team?

  Despite working remotely, we have built a strong culture of collaboration. We stay connected by holding regular meetings, we use tools like Hubstaff to track time and Slack for everyday communication. Everyone works independently, but teamwork and staying in touch are central to our success.
  

• Do you provide company equipment?

  After completing the trial period and officially joining the team, you may receive a company laptop or have the option to receive financial aid for your own equipment.

• What digital tools do you use?

  We mainly use Jira, Google Workspace, Gather, Hubstaff, and communicators like Slack, Zoom, and WhatsApp.

• How is work-life balance at Reef Assistants?

  We prioritize work-life balance by offering flexible hours, the ability to work from anywhere, and a supportive team culture that values collaboration and personal well-being.
  

  To make sure our team members thrive, we use a dedicated tool to track everyone’s self-reported satisfaction and stress levels. If we see any negative changes, we take proactive steps to address them, providing personalized support to create a healthy and positive work environment.

• What is the culture like at Reef Assistants?

  We do our best to keep a positive work culture where feedback is encouraged and everyone’s opinion counts. With commitment to maintaining an environment where respect, empathy, and work-life balance are prioritized, we only recruit people who match our values – so we enjoy working together!

  Another key part of how we work is giving each person space to be independent and resourceful from the start. Independence is a quality we value and help team members develop, everyone has room to take full ownership of their tasks, with support available whenever handling things on your own isn’t enough.
  

  Of course, what makes this all possible is the people. Our team is full of passionate individuals who share diverse interests, from travel and pets to arts and sports. Even though we work remotely, we emphasize building strong, friendly relationships through quarterly themed social calls (e.g., Christmas party) and an annual real-life meetup in Warsaw.

  With this mix of trust, flexibility, and teamwork, we can grow as individuals and still achieve great things together.
  

• Can I work part-time?

  Our full-time workload is about 30 tracked hours per week. Part-time arrangements have turned out to be challenging - it’s difficult to stay in sync with the team, and in the long run this setup simply hasn’t been effective. The role requires consistent commitment, and we want our team members to stay focused on delivering high-quality work.

• Can I advance my career at Reef Assistants?

  Yes, joining us as an assistant is a great opportunity to grow. You begin in the Aassistant Team and, as you gain experience, you take on more complex tasks and support project coordination. From there, you can move into the Core Team as a Project Coordinator, and as you manage more projects and handle larger responsibilities for clients, continue progressing toward a Project Manager role. You’ll develop a wide range of practical skills along the way, as each day brings new tasks and real hands-on experience.