Executive Assistant To CMO (UK)
Full-time
Mid
Description
• About the RoleWe’re looking for a proactive, outspoken, and highly organized Executive Assistant to become the right hand to our Founder & CMO. Your job is to anticipate needs before they arise, build systems so nothing slips through the cracks, and ensure the founder is always operating at maximum focus and efficiency.
Day-to-Day Support
• Sit in on all key meetings to provide context, take notes, and turn action items into follow-ups.
• Manage and optimize the CMO’s email inbox and calendar (using rules, filters, and AI to keep things clean, prioritized, and on-point).
• Design and protect the CMO’s ideal daily/weekly routine while keeping the team updated on availability.
• Handle end-to-end travel arrangements (flights, hotels, transport, preferences, backups).
• Ensure commitments are tracked — internal and external — and followed up on.
• Run all call bookings through you based on agreed rules for days/times.
• Handle online purchases, shipping, returns, invoice payments, and bookings (personal + business).
• Prepare call briefs (who they are, company background, talking points) and provide post-call recaps.
• Monitor Slack & Asana for anything requiring CMO attention, filtering where possible.
• Keep a daily huddle and end-of-day recap with the CMO, plus an end-of-week report.
• Be the first point of contact for partners, agencies, and other external stakeholders.
• Spot inefficiencies and propose systems or automations to streamline.
Documentation & Systems
• Build and maintain the “CMO Operating System” doc: preferences, frameworks, routines, and decision rules.
• Keep an EA Log of daily events, decisions, and pending items so nothing gets repeated or lost.
• Manage CMO’s Notion workspace, ensuring notes, docs, and projects are stored and organized.
• Maintain a Commitments Tracker across all stakeholders.
Team Interaction
• Know who’s who in the org chart and route communication properly.
• Work closely with the PM to chase updates, nudge owners, and ensure progress.
• Send routine nudges: “Harvey asked me to check in on X.”
• Speak up on calls when you have context the team may not.
Skills & Experience
• Proven experience as an Executive Assistant or Chief of Staff supporting a high-performing founder/executive.
• Fluent with Notion, Slack, Asana, and other productivity tools.
• Comfortable managing complex calendars, inboxes, and global travel.
• Strong writing and communication skills.
• Experienced in building and maintaining systems.
Mindset & Personality
• Outspoken — not afraid to chase people and hold them accountable.
• Highly organized and punctual with extreme attention to detail.
• Anticipates needs rather than waits for instructions.
• Conscientious, disciplined, and habit-driven.
• Strong interest in self-improvement, productivity, and systems thinking.
AI Leverage
• Must be an advanced user of AI tools (ChatGPT, Claude, automation workflows).
• Knows how to use AI to manage inboxes, draft documents, create briefs, summarize info, and streamline workflows.
• Not just “uses ChatGPT for emails” — but builds prompt libraries and automations to save hours.
• You’ll work directly with a founder scaling a multi-8 figure business towards 9-figures.
• You’ll have visibility across all departments (Marketing, Ops, Product, Finance, CX) and learn how a high-performance company operates.
• You’ll be empowered to take ownership, build systems, and prevent fires before they start.
• You’ll become the person who makes sure the founder never has to think about 80% of things again.
• Fully-remote working on Irish timezone
• The CMO’s calendar and inbox are 100% under control.
• Meetings are prepped and followed up on without reminders.
• Travel, personal admin, and logistics happen without the CMO asking.
• Commitments (internal + external) are tracked and closed.
• Problems are spotted and solved before the CMO sees them.
• Systems and documentation improve every week.
• Success in This Role Means…
• Why This Role is Different
• What We’re Looking For
• Responsibilities
• If you’re the kind of person who naturally spots problems before they happen, thrives on structure, and knows how to use AI to multiply output — this role will feel like home.
• This is not a secretary role. This is leverage.
Day-to-Day Support
• Sit in on all key meetings to provide context, take notes, and turn action items into follow-ups.
• Manage and optimize the CMO’s email inbox and calendar (using rules, filters, and AI to keep things clean, prioritized, and on-point).
• Design and protect the CMO’s ideal daily/weekly routine while keeping the team updated on availability.
• Handle end-to-end travel arrangements (flights, hotels, transport, preferences, backups).
• Ensure commitments are tracked — internal and external — and followed up on.
• Run all call bookings through you based on agreed rules for days/times.
• Handle online purchases, shipping, returns, invoice payments, and bookings (personal + business).
• Prepare call briefs (who they are, company background, talking points) and provide post-call recaps.
• Monitor Slack & Asana for anything requiring CMO attention, filtering where possible.
• Keep a daily huddle and end-of-day recap with the CMO, plus an end-of-week report.
• Be the first point of contact for partners, agencies, and other external stakeholders.
• Spot inefficiencies and propose systems or automations to streamline.
Documentation & Systems
• Build and maintain the “CMO Operating System” doc: preferences, frameworks, routines, and decision rules.
• Keep an EA Log of daily events, decisions, and pending items so nothing gets repeated or lost.
• Manage CMO’s Notion workspace, ensuring notes, docs, and projects are stored and organized.
• Maintain a Commitments Tracker across all stakeholders.
Team Interaction
• Know who’s who in the org chart and route communication properly.
• Work closely with the PM to chase updates, nudge owners, and ensure progress.
• Send routine nudges: “Harvey asked me to check in on X.”
• Speak up on calls when you have context the team may not.
Skills & Experience
• Proven experience as an Executive Assistant or Chief of Staff supporting a high-performing founder/executive.
• Fluent with Notion, Slack, Asana, and other productivity tools.
• Comfortable managing complex calendars, inboxes, and global travel.
• Strong writing and communication skills.
• Experienced in building and maintaining systems.
Mindset & Personality
• Outspoken — not afraid to chase people and hold them accountable.
• Highly organized and punctual with extreme attention to detail.
• Anticipates needs rather than waits for instructions.
• Conscientious, disciplined, and habit-driven.
• Strong interest in self-improvement, productivity, and systems thinking.
AI Leverage
• Must be an advanced user of AI tools (ChatGPT, Claude, automation workflows).
• Knows how to use AI to manage inboxes, draft documents, create briefs, summarize info, and streamline workflows.
• Not just “uses ChatGPT for emails” — but builds prompt libraries and automations to save hours.
• You’ll work directly with a founder scaling a multi-8 figure business towards 9-figures.
• You’ll have visibility across all departments (Marketing, Ops, Product, Finance, CX) and learn how a high-performance company operates.
• You’ll be empowered to take ownership, build systems, and prevent fires before they start.
• You’ll become the person who makes sure the founder never has to think about 80% of things again.
• Fully-remote working on Irish timezone
• The CMO’s calendar and inbox are 100% under control.
• Meetings are prepped and followed up on without reminders.
• Travel, personal admin, and logistics happen without the CMO asking.
• Commitments (internal + external) are tracked and closed.
• Problems are spotted and solved before the CMO sees them.
• Systems and documentation improve every week.
• Success in This Role Means…
• Why This Role is Different
• What We’re Looking For
• Responsibilities
• If you’re the kind of person who naturally spots problems before they happen, thrives on structure, and knows how to use AI to multiply output — this role will feel like home.
• This is not a secretary role. This is leverage.