Executive Team Assistant

Job Overview

We need a part-time Executive Assistant to support our exec team (CEO, Head of Operations (HOO), Deputy CEO) with a dual focus: providing essential admin support to our CEO while also taking on operational projects and tasks that support our HOO and Deputy CEO. Without this support, our leadership team is spending valuable time on admin and coordination work instead of strategic priorities. This is expected to be approx 25 hours per week with flexibility in how the hours are distributed across the week.

Time allocation:

• 50% CEO executive admin (calendar, communications, meeting coordination)

• 50% HOO + Deputy CEO ops support (project coordination, operational admin, task management)

Starting as part-time to evaluate fit, with potential to grow in line with organisational funding and growth.

Expected Outcomes

After 3 months:

• CEO's calendar runs smoothly with minimal fire-drills

• Meetings happen on time with proper preparation

• HOO and Deputy CEO have freed up at least 5-10 hours per week for strategic work

• At least 2-3 operational projects are moving forward with your coordination

After 6 months:

• You're anticipating needs before they're articulated

• The exec team trusts you completely with confidential and complex work

• Operations admin runs systematically and predictably

• You've improved at least one process or system that makes everyone's life easier

Key Responsibilities

CEO Executive Support (50% of time)

• Manage complex calendar with multiple stakeholders and competing priorities

• Coordinate meetings: schedule, send agendas, prepare materials, follow up on actions

• Handle communications: draft emails, manage correspondence, liaise with internal/external contacts

• Prepare for exec meetings: compile materials, create briefing documents, track decisions

• Support CEO with administrative tasks that free up strategic thinking time

HOO + Deputy CEO Operational Support (50% of time)

• Coordinate operational projects from planning through execution

• Own administrative tasks related to operations (documentation, tracking, reporting)

• Support project management: timelines, stakeholder coordination, progress tracking

• Handle operational admin: organising information, maintaining systems, preparing materials

• Act as coordination point between exec team and wider team

• Take on specific ops tasks and projects as assigned

Across the Exec Team

• Maintain confidentiality and exercise discretion with sensitive information

• Anticipate needs and proactively solve problems before they escalate

• Bring order to inefficiency - organise, systematise, and streamline wherever possible

• Work independently while keeping the exec team informed

• Adapt to changing priorities and handle multiple concurrent tasks

About you

Key skills

• Proven executive assistant and operations experience (3+ years)

• Strong organisational skills - you naturally bring structure to complexity

• Excellent communication - written and verbal, professional and warm

• Discretion and trustworthiness - you handle confidential information with care

• Proactive problem-solver - you spot issues early and fix them before they become problems

• Tech-savvy - comfortable with digital tools including Google Suite (gmail, docs, sheets, slides), project management software like Monday.com, and other tools such as Dext, Zapier and AI tools

• Flexible and adaptable - you can shift between admin work and project coordination easily

• Values alignment - you care about people, equity, and doing work that matters

Helpful if you have, not a dealbreaker if you don't...

• Experience supporting multiple executives simultaneously

• Background in operations or project coordination

• Experience in mission-driven or nonprofit organisations

• Familiarity with remote/virtual team support

Attitude

• Compassionate: takes a human-first, empathetic approach in all interactions

• Proactive: spots opportunities and problems early; takes initiative without being asked

• Inclusive: ensures all stakeholders feel heard and meaningfully included

• Diligent: careful and thoughtful in execution, with strong attention to detail

• Flexible & Adaptable: thrives with changing priorities and can adjust with resilience

What we can offer you

• Location: Flexible/remote within 2 hours of CET time zone. Home-based. You must already have the legal right to work in your country of residence. As this is a consultancy arrangement, IHRB is unable to sponsor visas or employment permits.

• Working arrangement: Part-time contract to evaluate mutual fit (hours to be determined based on candidate and needs, but likely 2-3 days per week) and organisational need; working across multiple time zones as needed

• Compensation: £40,000 - £45,000 FTE (Pro rata for part-time hours)

• Contract type: This is a consultancy arrangement, so you'll need to be registered as self-employed (or operate through your own company) and be responsible for managing your own taxes, insurance, and any other legal or financial obligations

• Growth potential: If the partnership works well and funding increases, there's potential to increase hours or evolve the role; could grow into broader operational support as the organisation scales

• Our commitment: Autonomy and trust, value your professional judgment, clear communication and realistic expectations, support for your growth, and a flexible working arrangement that respects your life outside work

How to Apply

Please submit a CV and a brief cover letter describing your relevant experience supporting executives and/or coordinating operational projects, your approach to managing multiple priorities across different stakeholders, and why this role appeals to you.

Timeline & Process

Deadline for applications: 5pm GMT on 8th January 2026. We will be reviewing applications as they come in, so please don't wait until the deadline to apply.

First interviews will be held from the week of 12th January via video call

Second interviews for the final candidates will involve a task, and will be held the third and fourth week of January

Expected start date: February/ March 2026, depending on timelines of interviews and the successful candidate's notice period.