Executive Assistant

Entrepreneur First; United Kingdom; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A technology company specializing in voice solutions is seeking an Executive Assistant to support its C-suite. The role involves managing complex calendars, coordinating travel, and ensuring smooth communications. The position offers flexible hybrid work and competitive compensation, including equity opportunities. Essential skills include adaptability and strong stakeholder management.

Benefits

Participation in employee share options plan

Flexible working from home policy

Work from outside of the UK for up to 6 months

Annual learning and development allowance

Company-funded fertility and family-forming programmes

Private healthcare and dental cover

Qualifications

• Experience as an EA in a startup environment.
• Ability to quickly adapt to impromptu changes.
• Good relationship management with stakeholders.

Responsibilities

• Manage calendar for C-suite executives.
• Guide Associate Executive Assistant.
• Coordinate travel bookings.
• Maintain internal and external communications.

Skills

Calendar management

Adaptability

Stakeholder relationship management

Problem-solving

Job description

PolyAI automates customer service through lifelike voice assistants that let customers lead a conversation. Our voice assistants make it possible for businesses to deliver outstanding customer service that rivals their human agents. Our customers, which include the world’s leading logos, are expanding how they use our platform, driving automation of critical customer service operations and integrating PolyAI into their daily customer service workflows.

PolyAI is a leader in automating customer service through innovative voice technology. Our voice assistants empower businesses to deliver exceptional customer service at every interaction. We are seeking a dedicated Executive Assistant to become a trusted partner to our CTO and CPO.

As we continue to go through an exciting phase of growth, we are looking for a driven Executive Assistant to primarily support our CTO and CPO. Your day to day duties will include complex calendar management and taking ownership of tasks, ensuring priorities are met. You should be comfortable thriving within a fast paced environment. Whilst the role is hybrid, we would require flexibility to be in office as and when required.

Responsibilities

• Calendar management of our C-suite across multiple locations and timezones
• Providing mentorship and guidance to our Associate Executive Assistant
• Anticipate problems managing complex and ever changing schedules
• Developing an understanding of the needs of the business and ensuring a commitment to priorities (as well as for family commitments)
• Coordinating and booking travel, inclusive of accommodation, reservations and any necessary travel documentation
• Cross functional coordination ensuring necessary internal parties are kept up to date
• Both internal and external communications
• Ensuring our CPO and CTO has all necessary information and preparation for meetings

Requirements

• Experience as an EA in a startup environment
• The ability to quickly adapt to impromptu changes
• Ability to develop and maintain relationships with key stakeholders, both internal and external
• Being able to foresee any challenges and solve them without disruption of commitments
• Ideally you would have provided C‑Suite support to companies moving through funding rounds

We offer competitive compensation based on experience, expertise, and the level of responsibility. This role also includes equity, giving you the opportunity to share in the long‑term success of the business. The listed expectations reflect what we're hiring for, so we encourage you to review the job description carefully.

💰 Participation in the company’s employee share options plan

🏡 Flexible working from home policy

🌎 Work from outside of the UK for up to 6 months each year

🫂 TELUS Health EAP 24/7 - offers you and your chosen family confidential, judgment‑free support for any work, health, or life challenge

📚 Annual learning and development allowance

🏡 We’re all about making WFH work for you - that’s why we offer a one‑off WFH allowance when you join. Offering perks like noise‑cancelling headphones or a comfortable desk chair to boost your comfort and focus!

👨👩👧 Company‑funded fertility and family‑forming programmes

🏥 Private healthcare and dental cover, discounts on gym members and relaxation apps, and access to a range of mental health programs

Our core values are:

Only the best We expect the best from our people, we hire people that expect the best from themselves, and we nurture this drive for excellence.

Ownership We care deeply about what we do. We take ownership of our initiatives, decisions and outcomes.

Relentlessly improve We demand more from ourselves and are always evolving. Continuous, obsessive improvement is the only way we will transform the world of conversational AI.

Bias for action Our world moves quickly and so do we. We take calculated risks and we deliver impact fast.

Disagree and commit We are all working toward the same goal. If we donʼt agree with something, we work hard to understand it and when a decision is made, we accept it and give it our all.

Build for people We want the world to enjoy the experiences they have with us. We are building for a future that prefers automation.

PolyAI is proud to be an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions at PolyAI will be based on the business needs without attention to ethnicity, religion, sexual orientation, gender identity, family or parental status, national origin, neurodiversity status or disability status.