Executive assistant

We're looking for an executive assistant to support three senior leaders: the VP of Strategy, VP of Transformation, and VP of Growth Marketing. You'll own the operational layer completely, automate the repeatable work with AI tools like Claude, and pick up smaller projects end-to-end without being asked twice. You see admin work as something to be systematised and automated, not managed forever. You're energised by making smart people more effective. You can hold context across three senior stakeholders simultaneously without losing the thread. You ask "why does this process exist?" before accepting it. And you find it satisfying, not stressful, to be the person who quietly fixes things before anyone notices they were broken.

What you will be doing :

Own the operational rhythm

• Architect of how three senior leaders spend their time, managing complex calendars, protecting space for deep work, and ensuring the right people are in the right rooms at the right moments
• Prepare briefing materials, slides, and agendas so every meeting starts with clarity and purpose
• Own post-meeting follow-ups completely: capture actions, chase owners, and track to completion. Things don't slip on your watch
• Use AI tools like Claude to reduce and automate the operational baseline, freeing your time for the work that requires judgment and a human touch
• Spot process gaps and inefficiencies proactively and build lightweight systems to fix them, without being asked

Coordinate and grow through projects

• Take ownership of smaller projects end-to-end and grow the scope of what you run over time. This is the foundation for taking on increasingly complex, cross-functional work
• Plan and run team events, offsites, and internal sessions: venue, logistics, agenda, communications, and run-of-show
• Structure and organise team Notion pages, building clear information architecture so the team always knows where to find what they need
• Ensure the operational basics never become a distraction. Expenses, vendor relationships, and contracts are handled accurately and efficiently, so the VPs' bandwidth stays where it belongs

Get things done through people

• Bring strong emotional intelligence and situational awareness. You're a people person who reads the room instinctively and knows how to get things done with warmth and grace
• Build trust across levels and functions so people want to help you get things done, not just because you asked
• Handle sensitive situations and confidential information with discretion and good judgment

We are looking for someone who:

• Has 3+ years in an EA, PA, coordinator, or operations role. You've supported senior stakeholders in a fast-paced environment.
• Has strong proactivity and follow-through: you own actions fully and others can rely on you without chasing.
• Hass demonstrated project coordination experience: you've managed smaller projects independently from brief to completion.
• Has active AI fluency: you use tools like Claude daily to eliminate repetitive work and improve how you operate. This is default behaviour, not an occasional experiment.
• Has good people instincts and emotional awareness: you build trust quickly, read the room, and flag issues before they become problems.
• Has excellent organisation and the ability to hold multiple workstreams without things slipping.
• Has clear, concise written and verbal communication in English.
• Is confident with Claude, Notion, G-Suite, and Slack, and quick to adopt new tools.