Executive Assistant

This is a fully remote position, open to applicants in United Kingdom.

📋 Description

• Provide daily executive assistant support to the Founder and Managing Director, Alex.

• Collaborate closely with the Chief of Staff, Anna, on broader business priorities.

• Oversee Alex’s schedule and calendar, ensuring dedicated time for focused work and managing any scheduling conflicts.

• Organise and manage Alex’s inbox, draft responses, follow up on outstanding actions, and maintain email systems.

• Prepare briefings for the morning and, occasionally, the afternoon, summarising schedules, priorities, deadlines, decisions, and necessary follow-ups.

• Drive partially completed projects to completion, including project management, writing/editing, research, LinkedIn postings, communications, and follow-up tasks.

• Prepare for meetings by creating slides, agendas, and internal notes.

• Utilize approved AI tools to capture and summarise meetings, verify accuracy, extract decisions, actions, owners, deadlines, and ensure follow-through.

• Arrange complex travel for Alex, including itineraries, flights, accommodations, transport, meetings, dinners, and contingency plans.

• Occasionally manage personal administration tasks for Alex.

• Assist with day-to-day finance administration, encompassing expenses, invoices, receipts, payment details, finance inbox management, and late-payment follow-ups.

• Maintain HR records, prepare routine documentation, coordinate onboarding/offboarding processes, track probation reviews and contract renewals, and assist with recruitment logistics.

• Foster a positive remote team experience through effective communication, recognition, celebrations, and team rituals.

• Organise company meet-ups, managing locations, budgets, travel, accommodation, restaurants, meeting rooms, activities, accessibility needs, dietary requirements, and contingency plans.

• Aid broader business priorities by preparing information, coordinating inputs, drafting communications, updating trackers, following up on actions, and completing partially formed requests.

• Facilitate conference travel for leadership team members, including bookings, itineraries, client dinners, and agreed-upon gifts.

• Handle sensitive business and team information with discretion, escalating critical issues to Anna.

⛳️ Requirements

• 2-4 years of experience in an Executive Assistant or a similar role.

• Exceptional English written and spoken communication and editorial skills.

• Strong attention to detail.

• Experience in a full-time remote work environment.

• Availability to work from 8 am to 5 pm UK time (or earlier).

• Proficient in using approved AI tools and automations for research, drafting, summarising, organising, and administrative tasks.

• Capable of writing effective prompts and developing repeatable workflows.

• Ability to critically evaluate AI outputs for accuracy, tone, and confidentiality.

• Recognize when human judgment or escalation is necessary.

• Excellent communication skills.

• Open to feedback and adopts a solutions-oriented mindset.

• High self-awareness, warmth, tact, and sound judgement.

• Proven organisational abilities and dependable management of deadlines and tasks.

• Self-motivated, proactive, and adept at driving projects to completion.

• Professionalism and discretion in handling confidential information.

• Ability to maintain composure when priorities shift.

• Eagerness for personal and professional growth.

• Professional references from the previous two managers.

🏝️ Benefits

• Fully remote role (UK/EU based), with flexibility for working from home.

• 28 days of paid holiday.

• An additional paid holiday for each year of service, up to a maximum of 5 additional days.

• A 4-day work week once a month.

• Regular team retreats.

• Opportunities for growth, including upskilling, training, or exploring development paths.

• Enhanced maternity and paternity leave.

• Sick pay.

• Compensated test project.