We are looking for a highly organized and proactive Executive Assistant & Operations Coordinator to become the reliable engine behind a growing agency. You’ll work closely with the Founder and wider team to manage admin, HR, finance, IT access, and occasional creative tasks. This role requires someone who can wear multiple hats - moving fluidly from executive inbox management to Canva reports, from Xero reconciliations to onboarding new hires.
Work Hours:
⭐ Part-time
⭐ UK hours
Rate:
⭐ £5 per hour
⭐ £5 per hour
POTENTIAL TASKS
Executive Support
- Provide direct support to the Founder with scheduling, inbox management, and priority tracking
- Maintain calendars and meeting schedules with clear pre-meeting prep
- Oversee and organize key email inboxes (admin, personal assistant, accounts)
HR & People Ops
- Assist with recruitment coordination, interview scheduling, and onboarding
- Prepare and manage contracts for employees, clients, and consultants
- Maintain access control for team (Google, Slack, Outlook, etc.)
Finance & Bookkeeping
- Perform monthly reconciliations via Xero
- Organize digital records for invoices, receipts, and expenses
- Track expenses for events and projects; manage Pleo budgets and reports
- Coordinate payroll disbursements and client billing tracking
Operations & Admin
- Manage subscriptions and vendor renewals with cost-saving initiatives
- Liaise with IT and software support teams for troubleshooting
- Oversee GoDaddy email management and renewals
- Document Standard Operating Procedures (SOPs) and train new users when needed
PR & Campaign Suppor
- Set up campaign tracking using Dyzio
- Track press coverage and produce simple visual campaign reports in Canva
- Light Canva support for Instagram content and occasional posting
SKILLS/EXPERIENCES REQUIRED
- 3–5 years experience as an EA, Ops Coordinator, or similar
- Proven reliability and excellent follow-through
- Highly organized, detail-oriented, and proactive
- Comfortable using Xero, Canva, Google Workspace, Slack, and similar tools
- Strong communication skills, both verbal and written
- Ability to learn new systems and guide others through them
- Strong research and problem-solving mindset (bonus if familiar with AI tools)
- Experience supporting UK-based teams preferred
- Discreet and respectful of confidentiality
Preferred but not required:
- Experience in PR, communications, or agency environments
- Familiarity with tools like Pleo, Dyzio, and GoDaddy
- Knowledge of influencer marketing reporting
IMPORTANT REMINDERS
- Please apply only once. If you have already submitted an application form for another position, please do not submit another form. Any additional submissions will be automatically tagged as invalid.
- Our application will include submission of requirements and a few trial tasks. Please block off some time to prepare and complete these before starting the form. We recommend saving the URL to this page so you can come back when you’re ready.
- To ensure smooth communication, please download WhatsApp. It’s the primary tool many of our clients use, and we’ll also use it alongside email to reach out to you for potential client opportunities if you successfully pass this application. (Here's a quick tutorial on how to do this!)
- TIP: Read through the questions in the form first to know what you need to prepare before filling out the form. Please be on a PC or a laptop before proceeding with your application.
- Your minimum internet speed should be 10 mbps and your PC specs should be at least Intel Core i5 (or equivalent) and have 8GB RAM (at the minimum).
- DON’T HESITATE! No VA experience is required!
