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About the Role
We are hiring a second Executive Assistant to support our CEO. This role involves approximately 70% executive support and 30% hiring coordination, focusing on improving existing processes and learning how a company is built. It is ideal for someone early in their career who is highly organized and eager to learn.
Responsibilities
- Own the CEO's diary and logistics, including booking, rescheduling, protecting focus time, and resolving clashes.
- Book and manage international travel, including rebooking when necessary.
- Prepare meeting packs with attendee information, objectives, and previous outcomes.
- Track and follow up on action items.
- Handle administrative tasks that the CEO does not need to see.
- Proactively identify and resolve issues before they reach the CEO.
- Conduct background research for meetings and prepare necessary documentation.
- Anticipate needs for travel, including transfers and buffers.
- Own hiring coordination, managing the scheduling for a multi-stage interview loop across different time zones.
- Maintain a clean candidate pipeline, including tracking feedback and conversion rates.
- Build target lists for open roles and assist with outreach.
- Serve as the primary point of contact for candidates, ensuring a positive experience.
- Coordinate offers, references, contracts, start dates, and onboarding logistics.
- Support board and investor preparation.
- Assist with internal communications, such as all-hands meetings and company updates.
- Manage supplier, tooling, and expense administration.
- Identify and permanently resolve recurring problems.
Requirements
- 1-3 years of experience in an EA, team assistant, recruiting coordinator, or ops support role, preferably in a startup or fast-growing tech/fintech company.
- Experience in a company with limited established processes is beneficial.
- Proficiency with modern tools such as Notion, Slack, Linear, ATS, scheduling tools, and AI.
- Ability to quickly learn new tools.
- Excellent written English skills.
- A strong bias for action and problem-solving orientation.
- Exceptional organizational skills with a proven ability to manage multiple tasks without dropping any.
- High emotional intelligence (EQ) with the ability to read situations and individuals.
- Sound judgment for decision-making and escalation.
- Discretion in handling sensitive information.
- Curiosity and resourcefulness to figure things out independently.
- A drive to improve processes and efficiency.
- Comfort working in a fast-paced environment without defined processes or hierarchy.
Skills
- Executive Assistance
- Diary Management
- Logistics Coordination
- Travel Management
- Meeting Preparation
- Action Item Tracking
- Hiring Coordination
- Recruiting Coordination
- Candidate Management
- Onboarding Coordination
- Internal Communications
- Supplier Management
- Tooling Administration
- Expense Management
- Process Improvement
- Scheduling
- Slack
- Notion
- Linear
- ATS
- AI Tools
Location
- London
- Amsterdam
Work Type
- Full-time
Experience Level
- Early Career
- 1-3 years experience
Salary/Compensations
- Equity and salary in a well-funded startup
Benefits
- Equity and salary
- Ability to own your work and move fast
- World-class training from experienced operators
- Global mission with real impact
- Low politics, high output environment
- Chance to grow into a senior role quickly
- Culture of builders
About the Company
- Outpost provides a modular back office for global commerce, enabling businesses to expand into new markets by handling tax, payments, treasury, or operations.
- The company sometimes acts as Merchant of Record, taking on tax and compliance risk, and other times provides tools for clients to manage these aspects themselves.
- The team consists of former leaders from companies like Revolut, Airwallex, Adyen, Sumup, and Wayflyer.
- Outpost is backed by top-tier investors who have experience building or supporting leading fintech companies.