Executive Assistant

Summary

Join Ellipsis, a world-class, fully remote SEO content agency, as our Executive Assistant! You will build and maintain systems to support the Managing Director, handling financial tasks, HR, company operations, meeting management, and client communication. This role requires strong organizational skills, attention to detail, and experience improving processes. You'll work independently but collaboratively within a supportive remote team. We offer a competitive salary, generous benefits including a 4-day work week once a month, flexible working hours, regular team retreats, and enhanced parental leave. The position is fully remote, UK-based, and offers opportunities for professional growth within a fast-growing company.

Requirements

• Sharp eye for detail, especially with written English
• Experience improving how things work (in any context)
• Strong writing and editing skills
• Comfort working remotely and managing your own time
• Confidence with digital tools like Google Workspace and project management software
• Ability to work UK hours with flexibility for occasional late meetings
• You must have the right to work in the UK for this role

Responsibilities

• Manage day-to-day financial tasks, including expense processing (bookkeeping), drafting of batch payments, invoice collection, and maintaining accurate records
• Handle client invoicing, and ensure timely payments (both incoming and outgoing)
• Coordinate with external accountants for accurate financial reporting and payroll/pension administration
• Manage compliance-related paperwork and ad-hoc financial requests from the team
• Support with new hires; post job descriptions to our Applicant Tracking Software and job boards, and handle initial screening of candidates before passing over to the Hiring Manager
• Prepare for meetings, including ensuring agendas and internal notes are prepared. Your goal is to ensure we utilise our meeting time most effectively and are able to put our best feet forward
• Attend meetings and take minutes, or listen to recordings of meetings and take minutes. You should be extremely comfortable with crafting accurate, effective, and useful minutes
• Triage next actions arising from meetings, including assigning or drafting follow-up emails or tasks
• Draft contracts and proposals for clients. These are all templated but need careful attention to detail to ensure details are up-to-date for the client. Once we have a “yes” from a client these are often time-sensitive, so working quickly and accurately is important
• Draft sales emails, primarily as follow-ups from the MD or Head of Partnerships’ meetings
• You’ll be expected to take the initiative. For example, we might tell a client on a call we’ll draft a quote. You’ll need to draft the quote based on pricing you’ve found for similar previous projects, for the MD to review
• Ensure all follow-ups are delivered in a timely manner, roping in stakeholders if and where necessary and taking the responsibility for delivery
• Assist the Managing Director with maintaining an organised and efficient inbox, including drafting replies or responding directly on his behalf at times
• Effectively triage emails, understand possible courses of action, and present information to the MD in a way that lets him quickly provide a batch of responses that unblock you
• Build templates and systems for handling recurring email patterns, creating more predictable response flows and reducing the cognitive load of constant triage
• You will be responsible for organising our (typically twice-a-year) company meet-ups, including researching and budgeting locations, booking flights and hotels for 20+ people, finding and booking restaurants, meeting rooms, and activities
• You’ll need to mix effective research skills with organisation. What’s the best compromise for a hotel, between the cost of 20+ rooms, travel time from our meeting space, and the need for a comfortable stay? How will we get from the hotel to dinner if it’s raining? Where will we find a local photographer? Are there enough restaurants that meet everyone’s dietary requirements? These are all questions you’ll need to proactively deal with to ensure we have a productive  and smooth trip
• On a smaller scale: members of the Leadership team travel a couple of times a year for conferences. These are often multi-city trips requiring tight coordination. You’ll be responsible for (remotely) assisting them with travel, hotels, and client dinners/gifts
• Assist the MD with tasks day-to-day. The remit of this role is not “follow this clearly defined process every time”, but “take this mostly finished project and figure out how to proactively take it to completion”. These tasks might touch project management, writing/editing, triaging information, and ensuring action is taken. Some examples
• We are on the pathway to becoming a B Corporation and this requires a lot of paperwork. You'll handle a lot of the work to take us in line with B Corp standards. This will involve a lot of project management, coordinating new policies, delegating tasks and follow-up to ensure projects are done on-time and successfully
• Put together the company monthly newsletter from content provided by the MD or Strategy team: load into our email software + WordPress and schedule, draft and schedule social media posts (including Thought Leadership style LinkedIn content) based on the newsletter (this requires understanding which parts of the content work as standalone pieces, liaising with our Graphic Designer to get assets), and schedule content across company and personal LinkedIns

Preferred Qualifications

• Traditional EA/PA backgrounds
• Knack for turning chaos into calm and building trust through consistent execution

Benefits

• Competitive, full-time salary with pension, benchmarked to UK rates and based on experience. The range for this role is: £35k-£42k/year
• 28 days of paid holiday
• An additional 1 paid holiday day a year with each year of tenure, up to a maximum of 5 additional days
• 4-day work week, once a month
• Genuinely flexible working , although noting the meeting schedule requirements above
• Regular team retreats; last was Edinburgh, previously in Oxford, Madrid, and Budapest; next is in March 2025
• Enhanced maternity/paternity leave , and sick pay
• You’ll work for a sustainable, ethical company: we are aiming to become a B Corp by the end of 2025