Executive Assistant (Part-Time, In-Person)

About Metalchemy®

Metalchemy® is an innovation-driven startup specialising in sustainable colloids. Through our patented gold and silver colloids, we develop solutions for food preservation, healthcare, and cosmetics, with a mission to advance sustainability and improve global wellbeing.

The Role

We are hiring a reliable and highly organised Executive Assistant to work closely with our CEO and take ownership of day-to-day coordination, administration, and execution. This is a hands-on, in-person role focused on running meeting logistics, managing documents and systems, and ensuring tasks are followed through accurately and on time. This is an execution-focused role rather than a leadership or strategy position. It is well suited to someone who enjoys being organised, detail-oriented, and dependable, and who takes pride in keeping things moving and enabling others to perform effectively.

Key Responsibilities

• CEO & Secretarial Support
  • Own calendar management, meeting scheduling, and agenda preparation
  • Run meeting logistics, attend where required, and produce clear notes and action summaries
  • Maintain action logs, chase follow-ups, and ensure deadlines are met
  • Draft, proofread, and finalise emails and documents for internal and external use
  • Produce reporting summaries by collating notes, data, and updates
  • Proactively manage task lists, reminders, and priorities for the CEO
  • Handle confidential information with professionalism and discretion
  • Maintain and update internal trackers and task boards (e.g. Monday.com), ensuring actions, deadlines, and owners are kept current
  • Update and manage CRM records in HubSpot, including contacts, leads, and activity logs
• Business & Coordination
  • Build, update, and maintain contact lists and CRM records (SQLs, MQLs)
  • Drive outreach coordination and follow-ups between clients, partners, and suppliers
  • Source relevant events, build target attendee and contact lists, and coordinate bookings, registrations, and contact data entry
  • Prepare, format, proofread, and version-control proposals and documents
  • Organise meetings, calls, events, and travel logistics end-to-end
  • Track COAs, SDSs, and basic documentation
  • Track awards, press mentions, and speaking events
• Marketing & Communications
  • Create and manage social media schedules and handle basic posting
  • Draft, assemble, and issue newsletters and simple content pieces
  • Organise and maintain brand, product, and marketing asset libraries
  • Create and update simple visuals and layouts using Canva
  • Produce and maintain marketing materials (product catalogues, one-pagers, presentations)
• Commercial, Pipeline & Client Coordination
  • Attend introductory or coordination meetings where required and capture actions
  • Prepare weekly pipeline and activity summaries for the CEO and keep KPI trackers up to date
  • Share approved marketing materials with clients (e.g. product overviews, catalogues, datasheets)
  • Prepare, issue, and track NDAs, MTAs, and related commercial templates for signature
  • Maintain and share up-to-date documentation (e.g. COAs, MSDS/SDS, technical datasheets)
  • Update and manage price lists, sales inventories, and commercial trackers
  • Track inbound enquiries, coordinate follow-ups, and flag stalled opportunities
  • Maintain accurate sales and partnership pipelines, including stages, notes, and next actions
• Supplier, Systems & Operations
  • Act as point of contact for suppliers for quotes, orders, and coordination
  • Maintain accurate asset, inventory, and procurement trackers
  • Process and track orders, deliveries, and related documentation
  • Process basic accounting and finance admin, including raising and tracking invoices, purchase orders, and handling routine finance queries
  • Own the accuracy of internal systems, spreadsheets, trackers, and shared drives
  • Support ISO 9001 administration, including maintaining quality records, training records, registers, and controlled documentation
• Research & Admin Tasks
  • Conduct desk research and source information independently when required
  • Produce clear summaries, comparison tables, and briefing notes
  • Draft defined sections of grant applications related to commercial strategy, business development, market analysis, and impact (based on guidance)
  • Maintain grant, competition, and investor trackers, and prepare supporting administrative documentation

Requirements

• Minimum 2 years experience in an executive assistant, secretary, admin, or similar support role
• Strong organisational, proofreading, and document-handling skills
• Comfortable working within clear direction, processes, and decision-making structures
• Able to take feedback and instruction constructively and implement it promptly
• Confident with meeting coordination, agendas, and minutes
• Proficient with Google Workspace, Excel, CRM tools (HubSpot), Canva, Docusign, Social Media, Monday.com, Approval Max
• Comfortable using AI tools (ChatGPT, Claude, Marky) to improve efficiency
• Reliable, practical, and collaborative working style
• Comfortable working fully onsite

Salary & Benefits

• £15.00 – £18.00 per hour, depending on experience
• Review after probation
• In-person, hands-on startup environment
• Direct exposure to the CEO and daily operations
• Stable, execution-focused role with clear responsibilities

How to Apply

Please apply via our online form or LinkedIn. Metalchemy® is an equal opportunity employer committed to fostering a diverse and inclusive workplace.

Working Pattern

• Part-time: 3 days per week
• Monday / Wednesday / Thursday
• 9:00am – 6:00pm
• Fully in-person (on-site)