Executive Assistant

Lifelong Mobility; Farnham; Hybrid; GBP 42,000 - 54,000; Full time

Benefits offered by this job

Mentorship from founder

Career ladder

Performance bonus

Learning budget

Lifelong Mobility program access

Job summary

Lifelong Mobility is seeking an Executive Assistant to work closely with the founder in Farnham, UK. You will own inboxes, calendars, and routine finance tasks, enabling the founder to focus on strategy and content creation.

We value strong written communication, discretion, and an organized approach. The role requires in-person presence five days a week and proficiency with Google Workspace and QuickBooks.

Qualifications

• 3+ years as an Executive Assistant or PA supporting a founder in a small, fast-moving business.
• Excellent written communication, able to imitate founder's voice.
• The confidence to set boundaries politely with team members, suppliers, and tradespeople.
• Strong Google Workspace skills; experience with QuickBooks, Xero, or similar accounting software.
• Comfortable using AI tools daily and quick to learn Kajabi, GoHighLevel.
• Highly organised; you close loops without being chased.
• Able to work in person in Farnham, five days a week.

Responsibilities

• Triage and respond to founder's inboxes; route messages for quick decisions.
• Protect founder's focused time; manage the diary to enable strategy and content work.
• Handle routine approvals (invoices, access, vendor requests) within a decision-rights framework.
• Be the team's first point of contact for admin needs and account setup.
• Implement founder-planned updates in Kajabi and post community replies on the founder's behalf.
• Run AI-assisted workflows and compile regular reports.
• Keep training and scorecard calendars on track across both teams.
• Coordinate personal and household admin; travel, bills, and home-related tasks.
• Plan and book events and support recruitment screening.

Skills

Executive support

Written comms

Discretion

Boundary setting

Organization

AI tools

Communication

Discretion

Boundary setting

In-person Farnham

Highly organised

Tools

Google Workspace

QuickBooks

Xero

Kajabi

GoHighLevel

Job description

Be the right hand to the founder behind a fast‑growing health brand helping thousands of over‑50s stay independent. Run the machine behind the scenes, buy back his time for YouTube and strategy, and grow into a true operations leader.

We help people over 50 stay strong, mobile, and independent for life

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About Lifelong Mobility

Lifelong Mobility is the online coaching arm of one of the UK's largest healthy-ageing brands: 1.8 million-plus people follow our founder's physiotherapy content, and thousands of members over 50 trust us to help them stay strong and independent for life. We're small, profitable, and growing – which means the person we hire into this role has a genuine seat at the table and a clear path upward.

Our online program helps older adults regain their strength and mobility so they can keep doing the things they enjoy. If you're exceptional at what you do and align with our core values, we want to know you.

Role

You will work side by side with our founder, Will Harlow, a physiotherapist, bestselling author and YouTube creator, in the office every day.

Your job is to own everything that shouldn't need his attention: his inboxes, his diary, routine approvals, finance admin, and the day-to-day requests that keep both teams moving.

You'll learn how he thinks and make decisions within clearly defined rules, so the team gets fast answers and he gets uninterrupted time for the work only he can do.

This role exists to remove the founder as a bottleneck across both his businesses.

Responsibilities

• Own the founder's inboxes (marketing, Lifelong Mobility, and personal): triage, reply, route, and surface only what needs his judgement in a daily digest.
• Manage the founder's diary, protecting his focused time for content, strategy, and team development.
• Handle routine approvals (invoices, tool access, supplier requests) within a written decision-rights framework, escalating only genuine exceptions.
• Manage accounts payable and bookkeeping admin in QuickBooks, and prepare payroll inputs for our accountant.
• Complete weekly data entry for our business tracking and reporting.
• Be the team's first point of contact for admin needs: software access, subscriptions, permissions, and account setup.
• Implement founder-planned updates in Kajabi (such as member program plans) and post community replies on the founder's behalf.
• Run repeatable AI-assisted workflows and compile regular reports.
• Keep training and scorecard calendars on track across both teams.
• Coordinate personal and household admin: travel, tradespeople, bills, renewals, and personal correspondence.
• Plan and book events.
• Support recruitment through scheduling and candidate communication, and, in time, first-stage screening.

Requirements

• 3+ years as an Executive Assistant or PA supporting a founder, MD, or business owner, ideally in a small, fast-moving business.
• Excellent written communication, including the ability to write naturally in someone else's voice.
• Sound judgement and complete discretion with confidential, financial, and personal information.
• The confidence to hold boundaries politely with team members, suppliers, and tradespeople.
• Strong Google Workspace skills; experience with QuickBooks, Xero, or similar accounting software.
• Comfortable using AI tools daily and quick to learn new software (e.g. Kajabi, GoHighLevel).
• Highly organised: you close loops without being chased.
• Able to work in person in Farnham, five days a week.

Results

You own outcomes like:

• The founder's inboxes kept under control, with every message answered or routed within one working day.
• The founder's protected focus time is held every week.
• Routine approvals resolved without founder involvement, with only genuine exceptions escalated.
• Invoices paid accurately and on time, with finance admin and data entry up to date every week.
• Team admin requests are resolved quickly, so no one is left waiting on the founder.
• Personal and household admin handled end to end, without reminders.

If this role did not exist, the founder would keep spending his time and attention on admin instead of growing both businesses, and the team would keep waiting on him for answers they shouldn't need him for.

Your Path Here

We're upfront about progression because we mean it. As you earn trust, your decision rights grow, and so does the role.

Months 0–6

Executive Assistant

Take ownership of Will's inboxes, diary, and finance admin. Learn how he thinks, work within the decision-rights framework, and become the team's go-to for fast answers.

Months 6–18

Senior Executive Assistant

Wider decision rights and fewer escalations. Own finance admin end to end, run first-stage recruitment screening, and build and improve the AI workflows and playbooks behind the role. Base pay and bonus scale with responsibility.

18 Months+

Executive Business Partner

Run the founder's office. Act as Will's trusted proxy, manage key projects and partner relationships on his behalf, and help shape how his time is spent across the businesses.

Timelines depend on you, not the calendar. We promote on demonstrated ownership, not tenure.

Compensation

Discretionary bonuses tied to:

• Founder time protected (YouTube / strategy days kept clear).

Final compensation depends on experience, skills, and fit.

Other Benefits

• Real mentorship from the founder — you'll work closely with the people running the business, not three layers removed from them. Direct feedback, weekly coaching, and a front-row view of how a modern health business actually works.
• A genuine career ladder (see Your Path Here) with pay and bonus that scale as you take on more.
• Performance bonus tied to success metrics — we'll show you the exact mechanics on day one so you always know how to earn more.
• A dedicated learning budget for courses, books, and training in customer success, communication, and anything that makes you better at the job (and your career).
• Free lifetime access to the Lifelong Mobility program for you and a family member — put a parent or grandparent on it and watch what the work actually does.
• Work that matters. Most jobs don't visibly change lives. This one does, every single week — you'll read the messages from people whose lives got better because we helped.

Our Culture & Values

Our core values are the heart of this company. They’re how we actually operate day to day, and they're why people who join us tend to stay and grow. If they sound like you, you'll fit fast. If they sound exhausting, we're probably not your place (and that's okay).

Personal Ownership

When something lands on your desk, it's yours until it's done. You close loops, chase what's outstanding, and never let things quietly slip.

You're always looking for a better way: a cleaner process, a smarter template, a task that can be automated. And you document it so it sticks.

Play to Win

We care about outcomes, not activity. The score is the founder's time protected, the team unblocked, and nothing falling through the cracks.