Executive Assistant & Office Operations Lead for AI Lab

BRIGHTERBOX; Greater London; On-site; GBP 35,000 - 52,000; Full time

Job summary

BRIGHTERBOX is seeking an Executive Assistant & Office Coordinator to support the two founders and keep the Central London office running smoothly. This role blends executive support with office management, people administration, events and broader operations, with room to use AI and automation to improve workflows.

You’ll own calendars, triage requests, manage emails and payments, keep the office organised and operational, and coordinate HR administration and supplier relationships.

Qualifications

• Experience as an Executive Assistant
• Experience in office management or workplace operations
• Strong calendar management and attention to detail
• Able to handle sensitive information calmly in a fast-moving environment
• Resourceful and independent with a proactive approach
• Willing to switch between strategic support and practical tasks
• Familiar with AI tools and automation to improve workflows
• Startup or technology experience helpful but not essential
• Comfort with Google Workspace and Notion

Responsibilities

• Owning the founders' calendars and managing complex scheduling across multiple time zones
• Triaging incoming requests and protecting focused working time
• Managing emails, drafting responses and handling payments
• Keeping the office organised, welcoming and fully operational
• Managing suppliers, office equipment, utilities and building relationships
• Supporting HR administration, contracts and basic compliance
• Coordinating visa sponsorship administration and payments for international researchers
• Helping to organise research gatherings, community events and conferences
• Using tools such as ChatGPT, Claude, Notion and Google Workspace to improve workflows
• Identifying repetitive tasks that can be systemised or automated
• Taking ownership of varied operational tasks as the company grows

Skills

Executive support

Calendar management

Office operations

HR administration

Visa sponsorship coordination

Attention to detail

Multitasking

Tools

Google Workspace

Notion

ChatGPT

Claude

Job description

BRIGHTERBOX is seeking an Executive Assistant & Office Coordinator to support the two founders and keep the Central London office running smoothly. This role blends executive support with office management, people administration, events and broader operations, with room to use AI and automation to improve workflows.

You’ll own calendars, triage requests, manage emails and payments, keep the office organised and operational, and coordinate HR administration and supplier relationships.