Executive Assistant to the Founder

Executive Assistant to the Founder Role Details JOB TITLE Executive Assistant to Founder REPORTS TO Founder capture notes and minutes during meetings; and track commitments, deadlines and follow-up actions through to completion.

• Manage communications as required, including monitoring and responding to emails and Slack messages, passing on information and preparing correspondence of a sensitive or confidential nature.
• Arrange complex domestic and international travel, including flights, hotels, ground transport, detailed itineraries and any necessary rescheduling; accompany and support the Founder during work-related travel where required.
• Prioritise and follow up on incoming issues and concerns, including sensitive or confidential matters, and determine or propose the appropriate course of action or response.
• Process expenses and credit-card payments accurately and promptly, and manage incoming post, parcels, outgoing deliveries, couriers and gifting.
• Provide limited personal assistance and undertake ad hoc tasks for the Founder as required.
• Company Planning, Governance and Communications
• Manage the Company calendar, including key events, deadlines and major business commitments.
• Coordinate Company-wide communications from the Founder and Managing Director.
• Organise Board and senior management meetings, whether on-site or off-site, including agendas, papers, logistics, minutes, circulation of notes and action follow-up.
• Act as a primary point of contact and communication conduit between the Founder and internal and external stakeholders, managing access, calls and meetings appropriately.
• Build and maintain strong working relationships across the business and with Board members, partners, suppliers and other external contacts.
• Facilitate effective communication across departments and continually identify ways to improve organisation, systems and information flow within the business.
• Office, Studio, Logistics and Facilities Management
• Oversee the smooth day-to-day management of the London office, studio and atelier, maintaining an organised, creative and efficient working environment.
• Liaise with landlords, vendors and service providers, and oversee rent, service charges, utilities and services, including cleaning, recycling and refuse.
• Ensure the office and studio have the furniture, equipment, stationery, kitchen supplies and other resources required for effective operation.
• Oversee the servicing of office equipment and machinery and coordinate regular maintenance and repairs.
• Coordinate shipping, warehousing, couriers, deliveries and other operational logistics as required.
• Organise office or studio moves and related projects.
• Oversee internal and external security, fire safety, PAT testing and other relevant facilities requirements.
• People and HR Administration
• Review, update and manage the Company handbook and associated administrative information.
• Review and coordinate holiday and business travel requests.
• Oversee the induction and onboarding of new team members and the orderly exit of departing employees.

Qualifications Essential Skills and Experience

• Proven experience in a similar Executive Assistant, Personal Assistant, Office Manager or senior executive-support role, ideally within a fast-paced, founder-led business.
• Exceptional organisational and prioritisation skills, with the ability to manage multiple and competing demands while maintaining structure and outstanding attention to detail.
• A proactive, resourceful and solution-oriented approach, with the confidence to take ownership and anticipate what is needed.
• Strong judgement, decision-making and problem-solving capability, including the ability to handle sensitive matters and determine an appropriate course of action.
• Excellent written and verbal communication skills, together with the interpersonal confidence to build trusted relationships internally and externally.
• A high level of discretion and a proven ability to manage sensitive and confidential information appropriately.
• The ability to move confidently between immediate priorities and longer-term projects, adapting quickly as circumstances and business needs change.
• A collaborative and team-oriented approach, combined with the confidence and discipline to take the initiative and work highly effectively and independently.
• Resilience, curiosity and the ability to learn new areas of the business quickly while remaining calm and effective under pressure.
• Advanced computer literacy, including strong working knowledge of Microsoft Outlook, Word, Excel and Power Point.
• Ambition and a genuine desire to grow quickly alongside a developing business, take on increasing responsibility and build a close, highly collaborative working relationship with the Founder.

Desirable Experience and Attributes

• Ideally five years’ relevant experience, including experience within a start-up, fashion, luxury, retail, creative business or comparable entrepreneurial environment.
• Previous experience within a founder-led business, private office, family office or UHNW environment.
• Experience supporting a Founder, Creative Director, senior executive or UHNW principal.
• Experience in project management and in coordinating shipping, warehousing or operational logistics.
• A genuine interest in fashion, culture and the arts.
• A flexible and hands-on mindset, with enthusiasm for variety and responsibilities that may extend beyond a traditional Executive Assistant remit.
• Availability to travel as required.
• A full driving licence.

Working Hours The role is a full-time role, primarily structured around core working hours of 9.30am to 6.00pm, Monday to Friday; however, some flexibility may occasionally be required in response to changing priorities, travel or time-sensitive matters.

Some travel with the founder will be required occasionally.

Right to Work The successful candidate will be required to demonstrate their right to work in the UK.

United Nomads is not able to provide visa sponsorship for this position.

Equal Opportunities United Nomads is committed to providing equal opportunities throughout its recruitment process.

Candidates who require reasonable adjustments at any stage of the application or interview process are encouraged to let us know.