Executive Assistant to the CEO

About the role

We're hiring an Executive Assistant to support our CEO. This is a part-time role - 16 to 24 hours a week, spread across 4 or 5 days rather than condensed into two long days - mostly remote, with occasional in-person time at our London office (typically once or twice a month).

Our CEO's working week is currently fragmented. The calendar is dense, the inbox is noisy, small admin tasks pile up, and the cost of staying organised has reached the point where things are being dropped. You're here to fix that. The shape of her week should tilt strongly toward commercial and external work - customers, investors, partners, sector visibility - and supporting our internal team. Everything else is a candidate to be declined, delegated, batched, or reshaped, on her behalf.

This is not a junior diary-management role. We need someone with judgement, presence and the confidence to act on the CEO's behalf - chasing agendas before meetings get on the calendar, following up on commitments after they end, and protecting the CEO's time for the work only she can do.

Who you'll work with

This role reports into our VP Operations rather than directly into the CEO. That's deliberate: our VP Ops owns the operational rhythm of the company, can unblock you quickly day-to-day, and is involved in real-time decisions about where the CEO's time should go. The CEO is your primary customer - success is measured by how her working week looks and feels - but your day-to-day working relationship sits with the VP Ops.

You'll work closely with the rest of our leadership team; Finance, Legal, and the wider exec, as their meetings, asks and priorities pass through you whenever they involve the CEO. They're your collaborators, not your customers: your job is to manage their access to the CEO's time, not to support them as principals.

You may also provide light scheduling support to the VP Ops directly; particularly when coordinating exec team time across multiple calendars, for leadership offsites, strategy days and other moments where pulling the full leadership team together matters.

Mission

Free our CEO to focus on the work only she can do - by owning the calendar, inbox, follow-throughs and small admin that currently get in the way.

Outcomes you'll own

1. The CEO's time is weighted toward top-impact work

• The shape of her week tilts visibly toward commercial/external activity (customers, investors, partners, sector visibility) and supporting our internal team.

• Anything that doesn't serve those priorities is declined, delegated, batched, or reshaped, on her behalf.

2. Daily structure is owned, end-to-end

• A clear, prioritised short list runs every day on the CEO's behalf.

• Small tasks don't pile up;  they're handled, batched, or queued for a clearly-scheduled moment.

• Nothing gets dropped because it felt too small to think about.

3. Inbox is managed, not just present

• Inbox triaged daily: clean, categorised, with the noise stripped out.

• CC'd emails handled without CEO involvement where possible; coordinated handoffs to team members rather than forwards.

• The CEO opens her inbox to signal, not noise.

4. Calendar is designed around energy and outcome

• High and low intensity meetings spaced sensibly; focus and recovery blocks protected.

• Travel and route time built in explicitly (door-to-door blocks, map planning), no “teleport between meetings” assumptions.

• Recurring meetings reviewed periodically and reshaped or removed if they've outlived their purpose.

5. Every meeting earns its place

• Any inbound request for the CEO's time is met with a clear ask: purpose, attendees, value, decision needed.

• Meetings without an agenda or clear outcome are pushed back or politely declined on the CEO's behalf.

6. Follow-ups happen, consistently

• Actions and commitments from the CEO's meetings are captured, tracked and chased through to completion.

• Nothing the CEO has said “I'll come back to you on” quietly disappears.

7. Events, travel and speaking engagements run smoothly

• End-to-end logistics owned: flights, accommodation, ground transport, itineraries, speaker briefings.

• Itineraries clear, mobile-friendly, and shared in advance.

• Nothing slips between confirmation and execution.

Key Deliverables

• 4+ years as an Executive Assistant supporting senior leaders, including at least one Founder or CEO.

• Proven judgement on what reaches the principal and what doesn't, and the confidence to act on it.

• Excellent written communicator: clear, concise, on-message.

• Fluent in Google Workspace, Slack and Notion (or a fast learner).

• UK-based and able to attend occasional in-person time at our London office (typically once or twice a month).

• Comfortable working part-time hours spread across 4–5 days rather than condensed into 2–3 full days, daily presence matters more than block hours.

• Experience at a VC-backed AI, deep-tech or B2B SaaS company through a growth phase.

• Track record of cleaning up a previously messy calendar, inbox or travel setup.

What success looks like

What good looks like

First 45 days

Daily structure running and the CEO trusts it. Inbox triaged daily. Every meeting request for the CEO's time has a stated purpose and value before it's accepted. Travel and speaking logistics fully owned. Trust earned with the CEO and the wider leadership team.

By 3 months

The CEO's week is visibly weighted toward commercial/external and internal team support. Follow-ups from her meetings are tracked and chased reliably. Small admin tasks no longer pile up. The CEO is comfortable handing off routine asks and trusts the gatekeeping.

By 6 year

Indispensable. The CEO's working week feels calmer, more deliberate and more focused on top-impact work. The leadership team knows that anything involving the CEO is reliably handled.

The practicalities

• Hours: 16–24 hours per week, spread across 4–5 days.

• Location: Mostly remote, UK-based. Occasional in-person at our London office (typically 1–2 days per month).

• Reports to: VP Operations. Primary support: CEO.

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About Greyparrot

The world is in a waste crisis. Currently we produce 2.1 billion tons of solid waste per year. Data collection of the waste we produce is non-existent, meaning no systematic transparency and no accountability. It means that recycling targets are not upheld, dumping of waste into our oceans remains nobody's responsibility, recyclables get sent to landfill or incineration, and producers get away with sub-standard packaging. Thus, recycling rates stubbornly remain at 10% and, unless we change, by 2040 the plastic stock in the ocean will have quadrupled - a problem that already costs society $1.5 trillion each year.

Our mission is to digital waste flows to accelerate the circular economy. Currently, our camera system and AI software are deployed in recycling plants and waste facilities around the world to measure material flows and provide waste analytics. We have compiled a team of experts to deploy our technology and we’re looking to expand our team.

A few things to note:

• Applications are reviewed on a rolling basis and priority is given to candidates who are available immediately.

• Only applicants who have the right to work in the UK will be considered at this time.
  

• Please note that we will manually filter screening questions for authenticity; pure AI-generated answers or lack of answer will result in automatic disqualification. We want to hear your voice and personal experience.

• We are 100% committed to building a diverse and representative team. Whatever your race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability - we want to hear from you.