Eexecutive Assistant – FBU Solutions

The Wohl Enterprise Hub; East Finchley; On-site; GBP 35,000 - 50,000; Full time

Job summary

An innovative support company in East Finchley is seeking a proactive EA & Operations Coordinator to assist the CEO. This individual will manage the CEO's time, oversee important operations, support contracts, and drive cultural initiatives. Candidates should have at least 4 years of experience in an executive support role and be comfortable with tools like ClickUp and Google Workspace.

Qualifications

• Minimum 4 years of experience in a PA or EA role supporting executives.
• Experience managing CEO tasks through project management tools.
• Involvement in financial oversight, including understanding P&Ls.

Responsibilities

• Provide 1:1 EA support to the CEO, managing their time strategically.
• Own internal coordination of initiatives involving CRM updates.
• Assist with HR admin, including hiring coordination and onboarding.

Skills

Attention to detail

Time management

Confident communication

Proactive organization

Problem-solving

Project management tools

Tools

Google Workspace

Slack

ClickUp

Monday.com

Job description

Overview

We’re seeking a sharp, proactive, and people-oriented EA & Operations Coordinator to support the CEO of FBU Solutions. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes great pride in being the operational backbone behind senior leadership.

Your responsibilities will extend far beyond scheduling and logistics. You’ll be actively involved in business operations, helping to manage our CRM, supporting contracts and invoicing, streamlining internal processes, coordinating team hiring, and ensuring key projects move forward. The ideal candidate enjoys building structure, improving systems, and maintaining a high level of quality and pace.

If you\'re confident, detail-oriented, and naturally take initiative without being asked, this could be the perfect role for you, especially if you\'re operationally minded and excited by process, growth, and the behind-the-scenes impact.

Key Responsibilities

• Provide high-level, 1:1 EA support to the CEO, serving as an extension of their day-to-day.
• Manage and prioritise the CEO’s time with a strategic lens (not just calendar management).
• Prepare agendas, notes, and context for meetings, and ensure actions are followed up on.
• Proactively stay ahead of the CEO’s needs and help them stay focused on strategic work.
• Act as a gatekeeper for communications—triaging emails, Slack messages, and ad hoc requests.
• Take ownership of special projects, driving them from ideation through to execution.

Operations & Project Support

• Own internal coordination of initiatives involving CRM updates, contracts, and invoicing.
• Support HR admin, including hiring coordination and onboarding.
• Assist with company process documentation (SOPs, project timelines, workflows).
• Help drive small internal projects forward through effective timeline management, regular check-ins, and coordination between teams.
• Utilise systems like Monday.com and ClickUp to effectively track projects and ensure accountability.
• Act as a liaison between the CEO and other team members, ensuring that decisions and communications are promptly addressed.
• Own internal logistics such as team communications, office coordination, and light admin.
• Help drive culture initiatives like team events, internal shoutouts, and morale boosts.

Skills & Experience

• Exceptional attention to detail and time management.
• Confident communicator, both written and verbal.
• Naturally organised, proactive, and two steps ahead of what’s needed.
• Able to manage multiple moving parts with calm and confidence.
• Comfortable navigating ambiguity and solving problems independently.
• Confident using tools like Google Workspace, Slack, ClickUp, and Monday.com.

Experience

• 4+ years of experience in a PA or EA role, ideally supporting executives.
• Experience managing CEO to-dos through project management tools.
• Involvement in financial oversight (calls with bookkeeper, understanding P&Ls).
• Experience supporting senior leadership in fast-moving environments.

Bonus Points For

• Experience in a fast-growth business or agency/startup environment.
• Exposure to HR processes, hiring coordination or people operations.
• Bookkeeping or finance admin (invoices, POs, expense tracking).
• Strong interest in business growth and internal culture building.

What Success Looks Like

• The CEO\'s time is protected and optimised, with fewer distractions, smoother operations and strategic decision-making.
• Internal tools like ClickUp and Monday.com are consistently up to date with the CEO’s to-dos and team priorities.
• Hiring processes are streamlined, with high-quality CVs surfaced and interviews running smoothly.
• Tasks and projects are actioned and followed through without reminders.
• Meetings are productive, communications are clear, and decisions are tracked.
• The business runs more smoothly because of your initiative and coordination.
• The CEO feels fully supported day-to-day.
• You’re seen as an indispensable operational partner to the CEO and a trusted team member across the business.

For more information and to be personally recommended for the role, please contact Yael – [e-mail]