Executive Assistant & Office Manager

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 or willing to relocate to Antwerp. This role is in-office.

Mindset

• 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 realises 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.

Responsibilities

• As our first Executive Assistant & Office Manager, you’ll be a creative problem-solver and trusted partner to the leadership team, partnering closely with founders Dieter (CEO) and Hendrik (CRO) while supporting the broader leadership team as needed.
• You’ll help optimise 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 judgement and total discretion.
• This role is 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 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 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 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.

Success Metrics

• After 6-12 months: The founders' calendars are clean, intentional, and protective of their highest-leverage work. They no longer touch logistics.
• The Antwerp 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.