CEO Assistant

This is not a diary-and-inbox-only assistant role, but it does include all of that. We need someone who can take a rough instruction, a voice note, or a set of meeting notes and independently turn it into a clear action plan, then execute it to "done" with minimal back and forth. You will be the person who closes loops, while also keeping the day-to-day running smoothly. What you will own Translating notes, voice memos, and quick briefs into structured action plans Driving tasks to completion across tools (task management, documents, scheduling, follow-ups) Tracking deadlines and chasing dependencies so nothing slips Preparing, formatting, and tidying documents and decks to a professional standard Coordinating with our associate and freelancer network to keep work moving Flagging risks, surfacing assumptions, and proposing next steps before being asked Day-to-day executive support Full calendar and diary management, including scheduling and rescheduling Inbox management, triage, and keeping the Bid Director on top of priorities Appointment setting and meeting coordination across time zones Drafting emails, replies, and follow-up correspondence for review or sending Preparing agendas, taking notes, and tracking actions from meetings General administrative support to keep the week organised and on track You must have Proven operations manager or senior EA experience supporting a founder or director A track record of taking ownership and working independently, not just following instructions Strong written English and an eye for detail and polish Comfort with task and project tools (ClickUp, HubSpot, Google Workspace or similar) Reliability, discretion, and clear proactive communication Nice to have Experience in a consultancy, professional services, or bidding environment Confidence working alongside AI tools as part of your daily workflow Familiarity with managing or coordinating freelancers How to apply In your proposal, briefly describe one time you were given a vague or messy brief and tell us how you turned it into a finished result. Please start your application with the word "Closed" so we know you read this in full. This is an ongoing role with room to grow as we scale.