Executive Assistant & Office Manager (Climate Tech)

CarbonChain

Greater London

Hybrid

GBP 42,000 - 55,000

Full time

4 days ago

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Benefits offered by this job

28 days annual leave

£500 home office setup allowance

£2,000 annual learning allowance

Private healthcare

Company pension (salary sacrifice)

Generous parental leave policy

Weekly team lunches

Office gym

Cycle to work scheme

Remote work contribution of £1,000 for

expenses for 1-week abroad

Job summary

CarbonChain is hiring an Executive Assistant & Office Manager to protect leadership time and run the Camden office. You will split time between supporting C-level leadership and ensuring the Camden space runs smoothly, with AI tools to draft and triage daily tasks.

You’ll shape the role from scratch, defining standards for executive support and office operations while building Notion SOPs and improving day-to-day experiences for the team.

Qualifications

5+ years of experience in an EA, office management, workplace experience, or operations role.
Strong judgement to prioritise urgent tasks and manage ambiguity without step-by-step direction.
Familiarity with AI tools (e.g., Claude) to move faster on transactional tasks.
Excellent written and verbal communication with executives, colleagues, and external partners.
Discretion and maturity handling confidential information.

Responsibilities

Provide executive support with calendar management and travel coordination.
Manage inbox, correspondence, and act as a point of contact between leadership and partners.
Handle expense reporting and reimbursement accurately and on time.
Prepare materials for leadership and board meetings; follow up on actions.
Track items and workflows across projects to prevent dropped tasks.
Improve processes and anticipate needs to protect leadership time.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Tools

Notion

AI tools

Job description

About CarbonChain

The fight against Climate Change is evolving rapidly. Climate tech is changing. The first wave was reporting. The next is treating carbon the way companies treat money: as a way to decide what to buy, who to sell to, and which incentives to claim.

Around the world, carbon is becoming a condition of trade. Border taxes, free allocations, green premiums, cheaper capital. It looks a lot like the post-war rebuild: governments put capital and tax incentives on the table, and the companies that could keep the books moved first. The missing piece then was bookkeeping. The missing piece now is the same, carbon accounting.

CarbonChain is that bookkeeping. We turn messy, real-world supply-chain data into numbers a trader, a sustainability lead, or a CFO will actually use.

We want people who are agents of change, who feel the impact of climate change and know there is no way around it to create a better future for every being. People who know the customer is the truth of how a company thrives. People who treat data as the fuel for how fast society can change. People who use AI to accelerate the cause for good by working through an AI lens first to automate repetitive tasks and analyse data. Finally, people who enjoy working with people.

Our Product

We help the world's largest commodity producers and traders measure and cut emissions, with verified primary data where we can get it and defensible defaults where we cannot. The platform turns operational and supplier files into decision-grade carbon and compliance insight: sourcing, CBAM, product and corporate footprints, reporting customers and regulators will stand behind.

We organise carbon accounting around the user in four contexts at once:

Immediate:the tools in front of them
Internal:how they work with colleagues
External:how they work with suppliers and customers
Societal:how they work with society, governments, and disclosing bodies

The data we hold is only useful if it makes all four of those jobs easier.

About the Role

We'rehiring an Executive Assistant & Office Manager to run point on two things that shape howCarbonChainworks day to day: keeping our leadership's time protected and well used, and making our Camden office somewhere the team wants to be. Reporting to the Head of Operations,you'llsplit your time between being a right hand to ourC-levelleadership and making our Camden office run well.

This is a brand-new role atCarbonChain, andthat's the interesting part:there'sno handover, no inherited process, no "this is how it's always been done."You'lldefine what excellent executive and office support looks like here.When you define the role, expect to use AI dailytodraft, schedule, triage, so the job asks more of your judgement and less of your time on admin.That's a deliberate tradewe'vebuilt into how this role worksto align with our wider company’sdirection.

What You'll Do

Executive support

Our leadership travels often and keeps a full diary. Own making that manageable: sharp calendar judgement, end-to-end travel coordination (itineraries, accommodation, contingency plans), and the instinct to protect their time without being asked.
Support inbox management, correspondence, and follow-ups, and act as a reliable point of contact between leadership and internal or external partners.
Handle expense reporting and reconciliation accurately and on time.
Prepare and coordinate materials for leadership, board, or all‑hands meetings: agendas, pre‑reads, minutes, and follow‑up on action items.
Track action items, deadlines, and workflows across ongoing projects, so nothing falls through when priorities shift.
Spot friction before it becomes a problem, and fix the process behind it, not just the one instance.
Handle confidential and sensitive information with discretion, as standard.

Workplace experience and culture

Serve as the primary point of contact for our Camden office: employeesandguests, with a warm and professional welcome.
Make our Camden office a place people want to come into: weekly catering, a stocked snacks section, and the everyday moments that build a team.
Run our offsites. Keep the leadership team's workshops and room bookings sorted so their time together isn't wasted on logistics.
Support internal communications and culture initiatives, and look for opportunities to improve the day‑to‑day experience of the office.

Office operations and administration

Own the day‑to‑day running of the office: supplies, equipment, and the space itself, soit'salways functional, tidy, and well stocked.
Maintain basic office administration: mail, deliveries, and correspondence.
Own new team member onboarding and offboarding end‑to‑end. A new starter's first week should feel looked after, and someone leaving should have the smoothest farewell.
Build and maintain our SOPs in Notion, so how CarbonChain actually works lives somewhere real, not in one person's head.

What We're Looking For

5+ years of experience in an EA, office management, workplace experience, or operations role.
Strong judgement: you can tell what's urgent, what can wait, and what needs to be escalated, without needing to be told, and you're comfortable with ambiguity rather than waiting for step‑by‑step direction.
You already use AI tools, e.g. Claude or scheduling agents, as part of how you work. You are comfortable using AI day to day to move faster on the transactional tasks, so you can spend your own time on what actually needs a human - judgement, prioritisation, and reading the room.
Excellent written and verbal communication, comfortable with executives, colleagues, and external partners alike.
Discretion and maturity with confidential information.
A proactive mindset: you spot what's needed before it's asked for, and you deal with the cause rather than just the symptom.
Care about culture and the small details that make an office a good place to work

Nice to have

Experience in a high‑growth start‑up, scale‑up, or another fast‑paced professional environment.
Exposure to budgeting, vendor negotiation, or basic bookkeeping.
Experience supporting a founder or C‑level executive directly.

How We Work

As a hybrid co‑located team, we're inspired by our values and anchored in hubs across the UK and US. This role would be located 3d/week in our London LABS Camden office space. You will need the right to work in the UK.

What We Offer

Meaningful impact and accelerated growth

This is a rare opportunity to work on technology that directly addresses the climate crisis while shaping the future of a fast‑growing company.You'llhavesignificant influenceoverour company’s direction.

You'lltackle diverse challenges, work across the full stack of problems and own meaningful projects from start to finish. If you want to learn quickly, take on real responsibility, and see the direct results of your work, this is the place to do it.

Competitive salary and benefits: