Executive Assistant to the CEO

About the role

We are seeking an experienced Executive Assistant to support our CEO in our London office. This is a unique opportunity to become a strategic partner to our visionary leader and play a critical role in the success of some of the most innovative hardware companies in the world. As we embark on groundbreaking journeys—returning to the Moon or venturing to Mars—you will not only assist in driving the company's mission forward but also gain invaluable insights into how these pioneering systems are designed, contributing directly to their success.

About Flow

Flow’s mission is to enable the next generation of hardware teams to bring products to market dramatically faster. Flow is “GitHub for hardware”: we’re building a core design and test collaboration platform that allows companies to adopt agile design practices and iterate their products 100x faster than they can today.

We work with some of the fastest-moving hardware teams in space travel, transportation, energy, and aviation. Today, 80% of the world's orbital payload mass into space is launched by companies using Flow.

We have raised $8.5M in seed funding from EQT Ventures, BackedVC, and angel investors including leaders from Figma, Unity, SAP, and Microsoft.

Your Mission

As the Executive Assistant to our CEO, your mission is to empower our leadership to reach new heights. By ensuring the CEO is informed, prepared, and operating at peak performance, you'll play a pivotal role in shaping the future of projects that could change the world. This is your chance to go beyond traditional administrative duties and immerse yourself in a dynamic environment where your insights and proactivity directly contribute to our company's success and the achievements of our visionary clients.

What you'll do

• Calendar Management: Schedule and manage all appointments, meetings, and events, ensuring the CEO is well-prepared and punctual.
• Meeting Coordination: Organise meetings involving the CEO, including booking rooms, preparing agendas, and taking minutes when required.
• Email and Inbox Management: Monitor and triage the CEO's inbox daily, prioritise emails, draft and proofread correspondence, and handle communications on behalf of the CEO.
• Travel Arrangements: Manage all travel logistics, including booking flights, arranging accommodations, and preparing detailed itineraries. Ensure all travel documents, visas, and requirements are up to date.
• Stakeholder Liaison: Serve as the primary point of contact for internal and external stakeholders, coordinating with team members, clients, investors, and partners.
• Customer Relations: Assist in managing relationships with key customers, maintaining records of interactions, and ensuring timely follow-ups.
• Personal Assistance: Support the CEO with personal administrative tasks, including managing personal emails, medical appointments, and travel arrangements.
• Office Management: Oversee general office duties such as ordering supplies, coordinating equipment maintenance, and managing vendor relationships.
• Project Management: Support ad-hoc projects as needed.

️ About You

• Experience: Proven experience as an Executive Assistant to a CEO or senior executive in a fast-paced environment, preferably within a startup.
• Organisational Skills: Exceptional ability to multitask and prioritise effectively.
• Independence: Capable of understanding context and making independent decisions on behalf of the CEO.
• Problem-Solving: Strong ability to think on your feet and tackle challenges proactively.
• Adaptability: Positive, can-do attitude with the ability to handle last-minute changes.
• Attention to Detail: Meticulous attention to ensure accuracy in all tasks.
• Communication Skills: Highly proficient in written and verbal English with excellent interpersonal skills.
• Confidentiality: High level of discretion in handling sensitive and confidential information.
• Travel Coordination: Experience managing international travel arrangements and familiarity with visa and documentation processes.

Nice-to-Haves

• Technical Proficiency: Familiarity with tools like Slack, Notion, CRM systems, and bookkeeping software (e.g., Xero).
• Startup Experience: Previous experience working closely with startup founders or in a startup environment.

What we offer

We aim to ensure you have the best environment, tools, and opportunities to do your best work. Here are some of the things you get if you join us:

• Competitive salary and share options
• Enhanced parental leave
• Private health care including mental health, dental and opticians
• Unlimited holiday, with a minimum floor
• Unlimited self-development budget