At a Glance
- Tasks: Support leadership, manage office operations, and enhance team culture.
- Company: Join Conveo, an innovative AI research platform with a vibrant team.
- Benefits: Competitive pay, equity options, hybrid work, and fun team events.
- Other info: Dynamic environment with opportunities to grow and make a real impact.
- Why this job: Be the first EA at a fast-growing AI company and shape its future.
- Qualifications: 3-5 years supporting executives, strong communication skills, and office management experience.
The predicted salary is between 45000 - 55000 £ per year.
hackajob is collaborating with Conveo.ai to connect them with exceptional professionals for this role.
What We Are Building At Conveo
Conveo is the AI research platform enabling fast, affordable, and high-quality consumer / B2B research. Global brands like Unilever, Google, and Orange use our AI video interviewer to generate insights across marketing and product teams.
What problem are we solving, and why is this an important problem to solve
The current/traditional research methods companies rely on are slow, expensive, and superficial. Running great research also requires expertise, which is a blocker to many companies. That directly affects how well companies understand their customers and how well they can serve them. Conveo is the platform that closes this gap by enabling affordable, scaled, and deep insights in days instead of weeks.
The team you will join
You will join an extremely talented team of incredibly passionate, high-energy people. We go the extra mile while having the best time of our lives. Our team has the combination of decades of market research knowledge, incredible engineering ability, and experience building companies.
How we operate
We truly care about our clients and the problem we solve. That means we humbly go the extra mile every time. We work hard, and we have fun. To keep our quality bar incredibly high, we want to execute with the smallest possible team.
The Role
As our first Executive Assistant & Office Manager, you’ll be a creative problem-solver and trusted partner to the leadership team. Your day-to-day focus will be partnering closely with our founders — Dieter (CEO) and Hendrik (CRO) — while supporting the broader leadership team as needed. 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
- 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
- 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
- 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
- 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.
What We're Looking For
Must-haves
- 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 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 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.
Why Join Conveo?
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. That's why we run quarterly team offsites where we disconnect, reset, and have fun.
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.
Executive Assistant & Office Manager employer: hackajob
Conveo.ai is an exceptional employer that fosters a vibrant and collaborative work culture, where creativity and problem-solving are at the forefront. As the first Executive Assistant & Office Manager, you will play a pivotal role in shaping the office environment in Antwerp, while enjoying opportunities for personal growth and direct collaboration with visionary founders. With a focus on team-building and meaningful relationships, Conveo offers competitive compensation, equity upside, and a chance to be part of a fast-paced, innovative AI company that values both hard work and fun.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant & Office Manager
✨Get Involved in Industry Events
Jumping into industry events or leadership conferences can really help boost your visibility. Not only will you meet potential employers, but you’ll also get the chance to connect with other leaders in corporate management. Look for local or even virtual events that focus on leadership—every connection counts!
✨Engage in Professional Networks
Join professional management associations relevant to your career goals. These networks often host workshops, panels, and networking events that can put you in front of hiring managers. Plus, they can give you the scoop on upcoming roles, such as the full-time positions with companies like hackajob.
✨Showcase Your Leadership Skills
When reaching out to potential employers, particularly for leadership roles, demonstrate your leadership capabilities with real examples. Share stories from your previous positions that illustrate how you handled challenges and drove results. This will help you stand out when you apply to places like hackajob.
✨Tailor Your LinkedIn Presence
Ensure your LinkedIn profile is specifically tailored to corporate leadership. Highlight achievements, showcase relevant content and engage with posts in management groups. This not only builds your credibility but keeps you on the radar of companies looking for candidates like you as they post full-time opportunities.
We think you need these skills to ace Executive Assistant & Office Manager
Some tips for your application 🫡
Show Us Your Leadership Skills:In the corporate leadership and management field, it's essential to highlight your leadership experience. Use your CV to flesh out examples of how you've led teams to success or managed significant projects. We want to see specific instances where your actions made a tangible difference in your previous roles!
Quantify Your Achievements:Numbers talk, especially in management! When detailing your achievements in your CV or cover letter, don’t just say you improved team performance. Instead, say you boosted productivity by 30% over six months through effective strategy implementation. This makes your application pop and shows us what you can bring to hackajob.
Craft a Compelling Cover Letter:Your cover letter is your chance to narrate your professional journey. We’re looking for motivation and a clear understanding of what corporate leadership means to you. Dive into your aspirations and how they align with the values and vision of hackajob. Make it personal – we want to get to know you!
Tailor Your CV for Management Roles:Ensure your CV reflects the management skills that are essential for this role. Focus on competencies like strategic planning, team building, and problem-solving. Use a clean layout, and don’t forget to align your experiences with those keywords mentioned in the job listing. This will help you stand out from the crowd!
How to prepare for a job interview at hackajob
✨Showcase Your Leadership Style
You’ll want to thoroughly convey your unique approach to leadership. During the interview with hackajob, be ready to share real-life examples of how you've inspired and motivated teams in the past. Think about specific achievements that illustrate your strategic thinking and your ability to drive results.
✨Brush Up on Management Theories
Expect some technical questions related to management theories and practices. Brush up on concepts like transformational leadership, servant leadership, or situational leadership. Be prepared to discuss how you would apply these theories to the role at hackajob, especially in the specific context of the challenges they’re currently facing.
✨Craft Your Vision for the Company
Since this is a full-time leadership role, spending time thinking about your vision for hackajob could really set you apart. Consider potential strategies for growth and how you would lead teams towards achieving them. This shows not just enthusiasm, but also strategic foresight that they’ll likely be looking for in a candidate.
✨Emphasise Team Dynamics and Culture
In corporate leadership, team dynamics and organisational culture are everything. Be ready to discuss how you've fostered a positive work environment in previous roles. Bring up examples of how you've managed diverse teams effectively—this will resonate well at hackajob as they’re likely seeking a candidate who can enhance their workplace culture.
