Executive Assistant to Founders & Office Manager

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

Our client is a fast-growing AI research lab working at the forefront of artificial intelligence.

Its team brings together expertise in computer science, machine learning, psychology, neuroscience and physics. Alongside its scientific research, the company runs conferences and events designed to share important discoveries with the wider world.

The culture is highly autonomous, collaborative and low-ego. People take ownership, adapt quickly and work together to make the whole team more effective.

The role

They're looking for a (6-24 months experienced) Executive Assistant & Office Coordinator to support the two founders and help keep the wider business running smoothly.

This isn't a traditional secretary role. You'll protect the founders' time, manage a busy Central London office and take ownership of the essential administration that allows the research team to stay focused.

It's a varied and influential position combining executive support with office management, people administration, events and wider operations. You'll also be encouraged to use AI and automation tools to create better systems and remove repetitive work.

As the company grows, there will be scope to develop towards a more specialised Operations Lead, People Operations or Senior EA position.

What you'll be doing

• 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

About you

• You have previous experience working as an Executive Assistant

• Your experience also includes office management or workplace operations

• You're confident managing busy calendars, competing priorities and sensitive information

• You're exceptionally organised and have strong attention to detail

• You stay calm and reliable in a fast-moving environment

• You're resourceful and comfortable working things out without needing detailed instructions

• You're happy switching between strategic support and practical office tasks

• You're low-ego and willing to help wherever needed

• You're confident using tools such as Google Workspace and Notion

• You're interested in AI and enjoy finding better ways to get things done

• Experience within a startup or technology business would be helpful, but isn't essential

Why apply?

• Join an ambitious company conducting genuinely cutting-edge AI research

• Work closely with two highly respected founders in the AI world

• Take ownership of a role with real influence over how the team operates

• Use AI and automation tools as part of your everyday work

• Gain exposure to executive support, office operations, HR and events

• Develop into a more senior or specialised position as the company grows