Executive Assistant to Founders - Tech

Job Description

We are working with an exciting early-stage AI startup that is growing fast and looking for an exceptional Executive Assistant to work directly with the Founders. This is a rare opportunity to join a business at a pivotal stage, gaining exposure to AI, fundraising, operations and company-building. This role is office based in Victoria.

This is not a traditional diary management role! You'll become a trusted right-hand to the founders, coordinating with investors and clients, and ensuring nothing important slips through the cracks. The environment is fast-paced and constantly evolving and we're looking for someone who thrives on taking ownership, solving problems independently and bringing structure where it's needed.

For the right person, this role offers a genuine pathway into a Chief of Staff position as the company scales, with increasing responsibility across strategy, operations, fundraising and growth.

Duties will include:

• Manage complex and ever-changing calendars, ensuring founders focus on the highest-value activities

• Own inbox management, draft correspondence and oversee follow-up actions
• Prepare detailed meeting briefs, research and background materials
• Coordinate UK and international travel, creating seamless itineraries
• Provide personal support when required

Operations & Administration

• Support the smooth running of day-to-day office operations
• Coordinate suppliers, invoices and expenses
• Maintain organisation across business systems including Notion, Google Workspace and other productivity tools
• Help organise team events, offsites and company travel

Investor & Client Coordination

• Manage scheduling and communications with investors, clients and external stakeholders
• Prepare briefing documents and meeting materials
• Draft investor updates, presentations and communications
• Help nurture and maintain key business relationships

Projects & Problem Solving

• Take ownership of ad-hoc projects across operations, research and communications
• Identify bottlenecks and proactively solve problems
• Become the person who makes things happen when there's no obvious owner

What We're Looking For

Essential

• 2–5 years' experience in an Executive Assistant, Personal Assistant or similar role
• Previous experience in a startup, scale-up or other fast-paced environment
• Strong academic background (First Class or high 2:1 degree preferred)
• Outstanding organisational skills and exceptional attention to detail
• Excellent written communication skills with the ability to draft polished, professional content
• Tech-savvy and confident using modern productivity tools including Google Workspace, Notion and Slack
• Comfortable experimenting with AI tools to improve efficiency and workflows
• Highly proactive with a strong sense of ownership and initiative
• Excellent judgement and prioritisation skills
• Professional, discreet and trustworthy

Desirable

• Experience within a high-growth startup environment
• Exposure to fundraising or investor communications
• Genuine interest in AI, technology or B2B SaaS businesses

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy.

Bain and Gray specialise in administration and PA recruitment across London.  Roles typically include Receptionists, Team Assistants, EAs, Office Managers and PAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications. If you are already registered with us at Bain and Gray, please do not hesitate to contact your consultant directly.