Executive and Office Assistant

Yapily Ltd.; Greater London; On-site; GBP 45,000 - 65,000; Full time

Benefits offered by this job

Equity

25 days holiday

Hybrid flexibility

Private medical

Mental health support

Pension

Learning budget

Cycle to work

Refer a Friend

Team socials

Dog-friendly office

Job summary

Yapily seeks an incredibly organized Executive Assistant to support our Founder & CEO in Central London, keeping the CEO’s calendar and priorities perfectly aligned. You will shield sensitive information with tact and drive efficiency with a calm, proactive approach.

You’ll coordinate meetings, travel, expenses, and comms, while also helping maintain an energetic, inclusive office culture and supporting strategic initiatives.

Qualifications

• Experience supporting senior leaders with diary, travel and admin tasks.
• Demonstrated discretion handling confidential information and communications.
• Strong communication skills and ability to coordinate with internal/external stakeholders.

Responsibilities

• Diary & Travel Management: manage complex CEO calendar, coordinate meetings, arrange global travel.
• Administrative & Executive Support: screen emails/calls, maintain confidential files, handle expenses.
• Project coordination: support strategic initiatives and follow up on actions.
• Office management: oversee supplies, facilities and vendor relations.
• Social events: contribute to company social activities and internal comms.

Skills

Calendar management

Executive support

Privacy

Discretion

Stakeholder management

Communication

Organisation

Problem solving

Job description

We're on the hunt for a brilliantly organised, proactive Executive Assistant to power our Founder & CEO's day-to-day, someone who thrives on structure, moves fast, and juggles a dozen priorities without breaking a sweat.

Discretion isn't optional here, it's everything. You'll be trusted with sensitive information daily, so privacy and good judgement need to be second nature to you, not something you have to think twice about.

Beyond that, we want someone who brings energy to the role, good vibes only. You'll be the calm, sharp, positive force that keeps the CEO's time protected, his schedule running like clockwork, and his focus exactly where it needs to be.

If you love turning chaos into order and take genuine pride in being the person everyone can rely on, we want to hear from you.

Diary & Travel Management

• Manage the CEO’s complex calendar, ensuring efficient scheduling and prioritisation.
• Coordinate internal and external meetings, including preparing agendas and briefing notes.
• Arrange global travel, including flights, hotels, transport, visas, and itineraries.

Administrative & Executive Support

• Act as the first point of contact for the CEO, screening emails, calls, and requests.
• Maintain and organise confidential files, contracts, and records.
• Handle expense reporting, invoicing, and budget tracking.

• Support strategic projects, ensuring deadlines are met and actions are followed up.
• Coordinate with internal teams, board members, investors, and external stakeholders.

Office Management

• Oversee office supplies, facilities, and general office maintenance.
• Liaise with vendors, suppliers, and building management to ensure a well-run office.
• Ensure meeting rooms and communal areas are well-maintained and fully stocked.
• Act as the point of contact for health & safety, ensuring compliance with workplace regulation

Social Committee

• Play a key role in organising company social events, celebrations, and team activities.
• Manage internal communications related to social events
• Collaborate with employees to build a positive, fun, and inclusive workplace environment.

For your new role

• You love people, it’s wired into your DNA.
• You think outside of the box and are always looking for better ways to do things.
• You are driven. You’re perceptive, you ask questions and you strive to understand.
• You enjoy solving problems. You don’t get flustered easily. You’re comfortable managing your time and can be counted on to skilfully handle feedback and complaints.
• You are people-focused. You’re warm, honest and genuine.
• You are driven to make this a cool place to work, where people like to come every day
• You are proactive and always try to react quickly, be on top of things, and are very responsive.
• You understand the importance of attention to detail and ensuring quality outputs.
• You’re cool under pressure. You listen intently.
• You can explain just about anything to anyone and you’re comfortable communicating at all levels.
• Can interact professionally, both verbally and in writing, with everyone from interns to CEOs
• You have a can-do approach. You think on your feet. Switching up tasks and juggling multiple priorities comes naturally to you.
• You’ll treat every interaction and conversation with high confidentiality and diplomacy.
• You’ll proactively take the lead in your personal development
• You commit to office presence at least 4 days a week (Central London) and enjoy spending time with the team

Why You’ll Love Working With Us

• Competitive Pay & Equity – We offer a great base salary plus equity, so you’ll own a part of what we’re building together.
• Generous Time Off – Enjoy 25 days of holiday each year, and earn an extra day each year after your first, up to 5 more!
• Nomad Working – Feel like a change of scenery? Work from anywhere for up to 20 days each year.
• Family First – We offer enhanced Maternity and Paternity leave because your family matters.
• Private Medical Insurance – You’ll get cover through BUPA, because your health is a priority.
• Mental Health Support – Access personalised mental wellness support through our award-winning partner.
• A solid company pension,
• Learn & Grow – A £200 annual budget for learning and personal development. Invest in you!
• Cycle to Work Scheme – Commute the healthy way with support from our cycle to work programme.
• Refer a Friend – Bring someone great onboard and earn £1,000 with our referral scheme.
• Team Vibes – Monthly socials, team lunches, and a budget to hang out and have fun (yes, pizza included).
• Office Snacks & Doggies – Daily snacks to keep you going, and yes – we’re proudly a dog-friendly office.