Executive Assistant - Part Time

Whereby; Deutschland; Hybrid; EUR 28.000 - 55.000; Teilzeit

Zusammenfassung

Zego is seeking a part-time, AI-first Executive Assistant to provide top-tier support to the CEO and CFO. This role blends strategic input with practical logistics in a fast-moving startup, using AI tools to research, draft, and automate routine tasks.

You will own complex diary management, coordinate meetings, travel, expense processing, and maintain records, while triaging communications and building presentation materials across the leadership team.

Qualifikationen

• Experience as an executive assistant supporting C-level leaders in a fast-moving startup.
• Ability to manage a complex diary across multiple leaders.
• Strong calendar coordination and prioritisation skills.
• Proficient with video conferencing tools (Zoom/Google Meet).
• Demonstrated AI tool usage to draft, research and automate tasks.
• Comfort working in a distributed, remote-first environment.
• Proficient in G Suite and MS Office suites.

Aufgaben

• Own complex diary management for the leadership team.
• Coordinate leadership meetings end to end, including logistics and agendas.
• Support travel arrangements (flights, trains, hotels) and visa processes.
• Handle expense processing and ensure policy compliance.
• Attend key meetings and take minutes with clear follow‑ups.
• Maintain records and documentation for the Leadership team.

Kenntnisse

EA experience

Diary management

Calendar management

Video conferencing

AI tools

Remote work

G Suite

MS Office

Tools

Zoom

Google Meet

Claude/ChatGPT

Jobbeschreibung

About Zego

Insurance hasn’t changed much in over a century. The way we live, work and travel has.

Good drivers are the entire point of Zego. Seven in 10 drivers on the road are consistently good, but until telematics came along there was no way to prove it, so nearly everyone paid a price based on averages. Zego is the company built to change that.

At Zego, we’re leading the AI evolution in insurance.

We move fast, without the layers that usually slow things down. AI takes the routine work off every team, from Finance to Product to Marketing, so people ship real code and launch custom dashboards in minutes. Engineering commits are entirely AI-assisted, which shifts the focus from team size to the quality of your thinking, and our data warehouse connects directly to an AI assistant for instant answers. Backed by a modern tech stack (Claude Code, Snowflake, Figma and Zapier) and a commitment to adopting new tools in days rather than quarters, you get complete ownership to do the most impactful work of your career.

Role Overview

We are looking for a part-time, AI first Executive Assistant to provide first class support to the CEO and CFO. This is a role for someone who thrives on variety and can move fluidly between high level strategic support and the practical detail that keeps a fast moving leadership function running smoothly. You will use AI tools as your default way of working, from research and drafting through to automating repetitive administrative tasks.

About the role

• You will act as a trusted right hand to the team, with a clear grasp of their priorities and full ownership of complex diary management.
• You will support team activities and meetings, and provide occasional support for offsites and events led by the Leadership team.
• You will oversee work-streams as directed, including collating slides, conducting market research, and handling other ad hoc tasks within the scope of the role.
• You will manage incoming communications, triaging by priority, drafting replies, and liaising with external parties on the team's behalf, ensuring all correspondence and requests are handled accurately and on time.
• You will coordinate Leadership team meetings end to end, including logistics such as video conferencing, venue booking, and offsite travel arrangements, alongside building agendas and presentation materials. This involves close collaboration across internal teams and external parties, and independent research.
• You will handle travel management on the occasions the team travels, including flights, rail, hotels, and visas.
• You will manage expense processing on behalf of the CEO and CFO, ensuring claims are accurate, timely, and compliant with company policy.
• You will attend key meetings as directed by the Leadership team, take thorough minutes, and own the follow-up of action points through to resolution.
• You will maintain organisational records and documentation on behalf of the Leadership team, including legal paperwork, passports, and biographies.

What you’ll need to be successful

• Have prior EA experience gained in a high change, fast paced startup environment.
• Work effectively in a distributed, remote first setup, collaborating fluently via Google Meet.
• Have experience managing calendars for multiple team members simultaneously.
• Be confident with video conferencing tools, ideally Zoom and Google Meet.
• Have excellent IT skills across Google and Microsoft suites.
• Have demonstrable AI skills, using tools such as Claude or ChatGPT to synthesise research into decision ready insights, build first drafts of decks and briefing documents, and automate recurring admin so the team's time is protected for what matters most.
• Operate one step ahead, knowing the team's diaries inside out, anticipating where they need to be, when, and with the right paperwork in hand.

What it’s like to work at Zego

At Zego, we operate like a high-performing sports team. We come together as one, driven by ambition, backed by real support, and united by a shared mission to win.

Working here means having the backing, the coaching, and an inclusive community of Zegons across the UK and Europe who celebrate your wins and raise your game. It also means holding ourselves to high standards, moving with urgency, taking complete ownership, and embracing honest feedback that helps us continuously learn and evolve.

This is your opportunity for a career-defining experience, and one you will own.

Do not take our word for it. Read what Zegons say about us on Glassdoor.

The Zego ways of working

Teams work better with time to collaborate and space to get things done. We call it Zego Hybrid. In this role we would ask you to be in the office one day per week. We also make a point of getting everyone in the same room regularlaly. Teams come together every quarter, and once a year the whole company does, properly. It is a serious investment and consistently one of the best parts of the year. Here is what the last one looked like.

There’s more to Zego than just a job. Check out our blog for insights, stories and more. We were also named Best Insurance Company 2025.

We’re an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, national origin, gender, sexual orientation, age, marital status, or disability status.