Executive Assistant

We are hiring a part-time (then full-time in 60-90 days) Executive Assistant & Operations Generalist to work directly with the founder. This is a high-trust role for someone who can wear many hats: finance admin, HR, executive assistance, AI/operations support, team coordination, and client-facing support. The goal is to take operational work off the founder's plate so he can focus on sales and growth.

• Chase and organise invoices for software tools and contractors
• Monitor Stripe for failed client payments and follow up
• Coordinate with our external bookkeeping/payroll firm in Malta
• Manage expenses via Revolut Business
• Support monthly payroll and VAT compliance

• Calendar management, travel and accommodation booking
• Inbox triage and email drafting on behalf of the founder
• Meeting prep, notes, and follow-ups
• General personal-assistant tasks

• Build and maintain SOPs across the agency
• Coordinate onboarding for new contractors
• Draft contracts and manage compliance
• Help build company culture and run team initiatives

• Become the in-house expert on Claude (Cowork mode) and other AI tools
• Build skills, build AI agents that work for you, automations, website, and workflows in Claude Cowork to speed up the team
• Maintain and update internal AI playbooks

• Liaise with the team to update the website, fix small issues, and unblock work the founder would otherwise handle
• Set up and screen calls from Upwork and Fiverr for freelance/contractor sourcing (requires a working understanding of e-commerce marketing and creative roles)

• Meet with clients and potential clients, in person and virtually, on behalf of the founder
• Act as a first point of contact and "gatekeeper" — screen and pre-qualify potential clients before they reach the founder or sales team
• Run initial discovery/screening conversations to assess fit and gather key details, so only qualified prospects move forward
• Speak with clients about invoicing, payments, and financial matters, handling routine questions and following up professionally
• Represent the agency in a polished, trustworthy way and build rapport with clients and prospects

• 3+ years in an EA, operations, HR, or office manager role
• Strong admin skills; comfortable with Stripe, Revolut, and invoicing tools
• Excellent written and spoken English
• Confident and professional in client-facing and sales conversations, both in person and online — comfortable screening and pre-qualifying prospects
• Skilled with AI, web design, design, communication, and willingness to learn Claude/Cowork deeply
• Working understanding of digital marketing, e-commerce, or agency life is a strong plus
• Highly organised, proactive, discreet, and trustworthy