conveo - Executive Assistant & Office Manager (London or Antwerp based)
Requirements
• 3-5+ years supporting senior executives, ideally founders or C-suite at a high-growth startup, scale-up, or fast-paced professional services firm • Demonstrable track record of owning a calendar, inbox, and travel for someone whose time is genuinely scarce • Experience using AI tools (Claude, ChatGPT, automations) to compound your own output • Office management experience: vendor relationships, lease and supplier management, onboarding logistics, event planning • Excellent written communication in English. You can draft a founder-quality email, Slack message, or briefing doc and the recipient won't know it wasn't written by the founder • Fluent in modern productivity tooling: Google Workspace, Slack, Notion, calendar tools, expense platforms. Comfortable picking up new tools in a day. • Based in London or Antwerp. • High agency, low ego: you see what needs to happen and you make it happen, without waiting to be asked • Anticipatory: you're already solving the problem before anyone realizes there is one • Absolutely discreet: you handle sensitive information the way a good lawyer does — quietly, carefully, and without exception • Calm under pressure: when the day falls apart at 9am you reset it by 10 • Taste: you care about the small details — how the meeting room is set up, how the offsite welcome note reads, what's in the fridge on Monday • Service-minded but never servile: you treat this as a craft, not as a stepping stone, and you have the confidence to push back on the founders when you should • 🏆 WHAT SUCCESS LOOKS LIKE • AFTER 6-12 MONTHS • The founders' calendars are clean, intentional, and protective of their highest-leverage work. They no longer touch logistics. • The Antwerp /London office is somewhere the team is excited to come to. New hires are fully set up on day one without exception. • Quarterly offsites and customer visits run end-to-end without leadership being involved in the logistics • You are one of the most trusted operational hires in the company, and the leadership team can't imagine how they ran without you
Responsibilities
• You’ll help optimize how the company spends its time and attention — bringing clarity, calm, and momentum to a fast-moving environment. • You’ll build strong, trust-based relationships across the company and with external stakeholders (candidates, customers, investors, partners, and vendors). You’ll act as an informed representative in day-to-day interactions, with great judgment and total discretion. • This is a role for someone who enjoys owning the details and improving the system: creating high-quality outputs, anticipating what’s needed next, and making sure the team can stay focused on building, selling, and shipping. • 🔥 YOUR MISSION • MAKE LEADERSHIP TIME WORK FOR THE WHOLE COMPANY • Your primary day-to-day support is for the founders — Dieter (CEO) and Hendrik (CRO). You own the calendar mechanics, inbox triage, prep, and follow-through that keep decisions crisp and execution unblocked. • Own and protect leadership calendars: protect deep work, batch shallow work, eliminate meetings that shouldn’t happen, and make sure the meetings that do happen have an agenda, a prep doc, and a clear outcome • Triage inboxes: surface what truly needs attention, draft replies when appropriate, and make sure nothing important falls through the cracks • Track action items from leadership meetings and make sure they close • RUN THE OFFICE SO NO ONE NOTICES THE OFFICE • The best office management is invisible. Coffee is good, the wifi works, the new hire has a laptop on day one, and Friday lunch shows up without anyone asking. • Own the Antwerp / London office end-to-end: vendors, suppliers, snacks, equipment, etc. • Set up and equip the office, including any future moves or expansions • Be the first point of contact for visitors, candidates on-site, customers stopping by, and the team itself when something needs sorting • MAKE TRAVEL, OFFSITES, AND VISITS ACTUALLY WORK • We run quarterly team offsites and travel constantly between London, Antwerp, and New York. You make all of that frictionless. • Plan and book founder and leadership travel: flights, hotels, ground transport, dinners, visa logistics • Own quarterly team offsites end-to-end: venue, agenda support, travel, food, activities, budget • Coordinate customer visits, investor visits, and recruiting on-site days • BUILD THE CULTURE AND MOMENTS THAT KEEP THE TEAM CONNECTED • As we scale across offices, the small moments matter: how we onboard, how we celebrate wins, how we stay aligned, and how we make in-office time feel worth it. • Own team-building and culture moments in the Antwerp / London office: monthly team events, Friday rituals, celebrations, welcome lunches, and “make it feel like Conveo” touches • Partner with leadership to run high-quality all-hands, town halls, and internal events (venue/logistics, run-of-show, comms, and follow-ups) • Create lightweight playbooks and templates so events get easier (and better) every time
Benefits
• At Conveo, you'll join a team that genuinely enjoys working, and spending time, together. We care about building real relationships, not just great products. • Be the first EA hire at a hyper-growth, YC-backed AI company — define the playbook the next ones will follow • Direct daily partnership with the founders and leadership team • Work alongside world-class enterprise clients (Unilever, Google, P&G, Orange, and more) • Hybrid working model with offices in London, Antwerp, and New York • Competitive compensation with meaningful equity upside • A culture built on taste, speed, ownership, and ambition • Regular socials: rooftop drinks, team dinners, run clubs, and more. • Twice-yearly off-sites to places worth travelling to. Austria, Las Vegas, and Portugal are past locations. 🥳 • Private health coverage. • Enhanced employer pension contribution. • Refer someone great and earn up to $5,000.
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