Executive & Personal Assistant to Co-Founders

United Kingdom·LondonFull-timemid

Personal AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Executive support: Own and proactively manage two complex, fast-moving Co-Founder calendars across multiple time zones. Understand each founder’s priorities and working style,

Requirements Summary

Own complex domestic and international travel for both Co-Founders, including flights, accommodation, ground transport, visas and other requirements. Prepare clear itineraries combining travel,

Technical Tools

Personal AssistantAdministration & Office Support

About the Role

~1 min read

Own and proactively manage two complex, fast-moving Co-Founder calendars across multiple time zones.
Understand each founder’s priorities and working style, protecting their time and prioritising, declining, delegating or rescheduling requests as appropriate.
Coordinate meetings and ensure both founders have relevant agendas, briefing materials and context.
Support inbox management where appropriate, identifying priorities, drafting responses and ensuring important communications do not fall through the cracks.
Track commitments, deadlines and follow-ups; manage expenses and other executive administration.
Anticipate diary conflicts, logistical issues and upcoming requirements before they become problems.

Own complex domestic and international travel for both Co-Founders, including flights, accommodation, ground transport, visas and other requirements.
Prepare clear itineraries combining travel, meetings, events and relevant briefing information.
Proactively manage changes and disruption while protecting the founders’ working time.

Coordinate Executive Team and other key leadership meetings, including scheduling, agendas and materials.
Capture and track important actions and follow-ups from meetings.
Coordinate Board meetings and ensure papers and materials are distributed effectively.
Support investor meetings and other important external engagements, preparing briefing notes and background information.
Maintain an organised forward calendar of important company, Board and investor dates.

Provide trusted personal administrative support to both Co-Founders, including appointments, reservations and selected personal travel.
Support family and household logistics where appropriate.
Manage personal bookings, memberships, renewals, gifting and other administrative tasks.
Handle personal information and requests with complete confidentiality and discretion.
Proactively identify opportunities to remove administrative burden from the founders.

Create simple systems that improve the Co-Founders’ organisation and effectiveness.
Maintain clear records of commitments, decisions and follow-ups.
Work closely with the wider Executive Team to ensure information and actions flow effectively.
Use technology, AI and productivity tools to improve the speed and quality of day-to-day work.

Requirements

~1 min read

5+ years’ experience as an EA or EA/PA, ideally supporting founders, CEOs or C-suite executives; supporting more than one principal is advantageous.

Experience in a fast-paced, entrepreneurial or high-growth environment.
Exceptional diary, travel and organisational skills, with a highly proactive, anticipatory approach.
Excellent judgement, confidence prioritising competing demands and exceptional attention to detail.
Strong written and verbal communication and comfort with Board members, investors and senior stakeholders.
High emotional intelligence, discretion, calm under pressure and adaptability to different working styles.
Confidence with modern technology and enthusiasm for AI and automation.
A passion for more sustainable living is a real plus!

Several steps ahead, takes genuine ownership and naturally anticipates what needs to happen next.

Loves bringing organisation to a fast-moving environment and notices details others miss.
Knows what requires a founder’s attention and is comfortable pushing back to protect their time.
Can move seamlessly between an investor meeting, an international travel change and a confidential personal request.
Communicates confidently and warmly at every level and wants to build a long-term, high-trust relationship with two founders.