At a Glance
- Tasks: Support our CEO and exec team, ensuring smooth operations and effective communication.
- Company: Join a fast-paced scale-up redefining financial controls with AI solutions.
- Benefits: Competitive salary, hybrid working, generous leave, and personal development budget.
- Other info: Dynamic environment with opportunities for growth and fun team activities.
- Why this job: Be a key player in shaping company culture while supporting top executives.
- Qualifications: Experience supporting senior leaders, strong organisational skills, and tech-savvy.
The predicted salary is between 45000 - 48000 € per year.
About Us
At Xelix, we work with some of the world’s largest companies to automate and strengthen their financial controls. Our AI solutions redefine how Accounts Payable teams operate – moving from manual processes to automated, intelligent workflows. Xelix is a fast‑paced scale‑up – things move fast and expectations are high. We raised our Series B with Insight Partners in June 2025 and are expanding aggressively. We have a team of 150 talented people pulling together to achieve our goals. Everyone is trusted to take ownership, move fast and have a meaningful impact. We prioritise personal and professional growth, keep things fun, and love to celebrate a milestone together. In this role you’ll grow, be challenged and help shape the future of Xelix. If you’re excited about building something special with us, we’d love to hear from you.
About The Role
To continue supporting us as we scale, we’re looking for an Executive Assistant to support our CEO and help keep the wider exec team running smoothly, as well as being a key driver of company comms and culture. With your main focus being our CEO – it will be all about making sure his time is protected, days run smoothly, and he has what he needs before he even knows he needs it. You’ll also offer light, practical support to five members of the exec team — nothing heavy, just simple diary help, expenses, and the occasional logistical puzzle. If you love making things run smoothly, enjoy solving problems quietly behind the scenes, and get satisfaction from bringing order to chaos - you’ll fit right in.
What You’ll Be Doing
- Support the CEO
- Own the CEO’s calendar so it’s clear, structured, and aligned to what actually matters.
- Ensuring they have everything they need to move smoothly throughout the day, including materials and information.
- Look after emails and inbound requests so the CEO stays focused, stepping in as a friendly gatekeeper where needed.
- Keep travel, itineraries, and logistics running smoothly end‑to‑end.
- Handle sensitive and confidential information with total discretion and good judgement.
- Support on small projects, follow‑ups, and things that keep the business moving.
- Light‑touch support for ELT
- Help with scheduling and diary updates which help cross functional ways of working operate smoothly.
- Help with planning leadership meetings, ensuring actions are captured and circulated.
- Keep communication flowing so things don’t get stuck.
- Spot ways to improve workflows and help the team work smarter, not harder.
- Be a proactive partner on company comms and culture.
- Work closely with the VP People to help define the overall comms strategy for the business, including comms channels, events and social engagement internally.
- Work as part of the people team in terms of being a culture carrier, role modelling our company behaviours.
- Support with team offsites and company events to ensure culture is at the heart of how we get together.
What You’ll Bring
- Have supported senior leaders before and genuinely enjoy helping people be their best.
- Are organised, proactive and great at balancing shifting priorities.
- Communicate clearly, kindly, and confidently with people at all levels.
- Handle confidential information with professionalism and care.
- Love streamlining processes, keeping things tidy, and staying one step ahead.
- Are tech‑friendly and comfortable with modern tools (Microsoft 365, Slack, scheduling tools etc.).
- Build strong, positive relationships naturally.
What Success Looks Like
- The CEO’s time is well‑protected and well‑spent.
- The exec team gets the right level of support to run more efficiently.
- Communication across the executive team feels smooth and frustration‑free.
- Meetings and logistics run without fuss — and ideally without surprises.
- You become the person people quietly rely on to keep things moving.
- You are seen as a key culture carrier, living and breathing the behaviours and being a key person in ensuring these run through the business communications and events.
What We Offer In Return
- Competitive salary of up to £48,000 depending on experience
- 27 days of annual leave (including 3 days Christmas closing) which increases up to 3 days based on tenure, with the option to roll over, buy or sell up to 3 days
- Hybrid working with three days a week from our dog‑friendly Hoxton office
- On‑site gym and cycle to work scheme
- Employee discount at over 100 retailers
- Comprehensive private medical & dental cover with Vitality
- Enhanced parental leave pay
- Learning & development culture – £1,000 personal annual budget
- We’re carbon‑neutral and are working towards ambitious carbon reduction goals
- Lots of team socials & activities
- Annual team retreat
This is a full‑time position, with standard working hours from 9:00 AM to 6:00 PM, Monday through Friday.
Interview Process
Introductory Call – A short Teams conversation with a Talent Partner to discuss your background and the opportunity.
Hiring Manager Interview – A 30–45 minute Teams meeting to explore your experience and fit for the team.
Technical Task or Presentation – A role‑relevant exercise to demonstrate your skills and approach.
Final On‑site Interview – An in‑person meeting with our senior leadership team and co‑founders at our office.
We strive to make the process clear, efficient, and respectful of your time.
Executive Assistant employer: Xelix
At Xelix, we pride ourselves on being a dynamic scale-up that fosters a culture of trust, ownership, and collaboration. Our commitment to personal and professional growth is evident through our generous benefits, including a competitive salary, hybrid working options, and a robust learning and development budget. Join us in our vibrant Hoxton office, where you'll not only support our CEO and executive team but also play a pivotal role in shaping our company culture and celebrating our collective achievements.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to people in your industry on LinkedIn or at events. A friendly chat can lead to opportunities that aren’t even advertised yet.
✨Tip Number 2
Prepare for interviews by researching the company culture and values. Show them you’re not just a fit for the role, but also for their team. We want to see your personality shine!
✨Tip Number 3
Practice your pitch! Be ready to explain how your skills can help the CEO and the exec team. Tailor your approach to show you understand their needs and can make their lives easier.
✨Tip Number 4
Don’t forget to follow up after interviews! A quick thank-you note can keep you top of mind and show your enthusiasm for the role. Plus, it’s a great way to reinforce your fit with their culture.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your experience supporting senior leaders and how you can help keep things running smoothly at Xelix.
Showcase Your Organisational Skills:In your application, give examples of how you've managed calendars, prioritised tasks, or streamlined processes in the past. We want to see that you can juggle shifting priorities like a pro!
Communicate Clearly:Use clear and confident language in your written application. Remember, communication is key in this role, so let your writing reflect your ability to convey information effectively.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team!
How to prepare for a job interview at Xelix
✨Know Your CEO
Before the interview, do some research on the CEO's background, interests, and recent company initiatives. This will help you understand their priorities and how you can support them effectively. Being able to reference specific projects or values during your conversation will show that you're genuinely interested in the role.
✨Master the Art of Organisation
As an Executive Assistant, organisation is key. Prepare examples of how you've successfully managed calendars, prioritised tasks, or streamlined processes in the past. Be ready to discuss specific tools you’ve used, like Microsoft 365 or scheduling apps, to keep things running smoothly.
✨Showcase Your Communication Skills
Since you'll be the gatekeeper for the CEO, it's crucial to demonstrate your communication prowess. Practice articulating your thoughts clearly and confidently. Think about how you would handle sensitive information or difficult conversations, and be prepared to share examples from your previous roles.
✨Emphasise Your Proactivity
Xelix values individuals who take initiative. During the interview, highlight instances where you identified problems and implemented solutions without being asked. Discuss how you can contribute to improving workflows and enhancing team culture, showing that you're not just reactive but also proactive in your approach.
