Executive Assistant (with HR & IT Responsibilities)

We are seeking a highly organised, discreet and proactive Executive Assistant to support the Chairman and help bring structure, momentum and calm to a founder-led business.

This is a pivotal, hands-on role combining traditional EA responsibilities with ownership as the company's point of contact for HR and IT. You will also take responsibility for coordinating and managing a small administrative team.

Key responsibilitiesExecutive support

• Managing the Chairman's diary, inbox and meeting flow
• Preparing meetings and ensuring clear follow-up
• Coordinating travel and logistics
• Tracking projects, deadlines and actions across the business
• Acting as a trusted and discreet point of contact
• Improving workflows, including effective use of Microsoft 365 and AI tools
• Supporting the company's US Salon programme, leveraging previous event management experience

Personal support

• Supporting day-to-day activities to maximise the Chairman's time
• Coordinating bookings, appointments and logistics
• Liaising with key stakeholders, including the co-founder

HR (company point of contact)

• Acting as first point of contact for HR matters
• Maintaining employee records and supporting onboarding/offboarding
• Taking on responsibilities transitioning from the Chief of Staff

IT (company point of contact)

• Acting as first point of contact for IT
• Coordinating with external IT providers
• Supporting the use and improvement of systems and tools

Team coordination & management

• Line-managing two part-time administrative team members (UK and US)
• Allocating work, tracking priorities and ensuring delivery
• Providing structure and support to the admin function, * First 60 days: embed into EA role and take ownership of HR and IT coordination
• Growing into full responsibility for managing the administrative function

Do you have experience in Organizational skills?, Do you have a Bachelor's degree?, * Strong experience as an Executive Assistant (or similar role)

• Excellent organisational and communication skills
• High levels of discretion, reliability and judgement
• Confidence managing HR administration
• IT-savvy and numerate, with good working knowledge of Microsoft 365 (including Teams and SharePoint)
• Comfortable learning and using AI tools to improve productivity and workflows
• Comfortable working with IT systems and external providers
• Previous event management experience (desirable), particularly for salon-style events
• A proactive, solutions-focused mindset

Pulled from the full job description

• Flexitime
• Free parking
• Company pension
• Casual dress
• Work from home
• On-site parking

LifeBook Memoirs creates private memoirs, legacy books and corporate histories for clients around the world. We are a founder-led business with an international outlook and a strong reputation for quality.