Executive Assistant

At Pencil, we are driving innovation in advertising technology through our state-of-the-art SaaS product, which harnesses Generative AI to redefine content creation. Our mission is to make AI the default in advertising without replacing creative people. To achieve this, we need to make sure that our technology isn’t just in the hands of big brands - we need to try to help small businesses and creative individuals too.

As the Executive Assistant to our C‑Suite, you'll be the pragmatic backbone behind our leadership's daily momentum. You'll own inboxes, diaries, and correspondence with clarity, confidence, and crisp execution. You will be a part of our high velocity, creative first environment. Your mission: anticipate needs, enable strategic focus, and reflect Pencil’s relentless pursuit to surprise the world with what creativity can do.

Key responsibilities:

• Inbox & Communication Management: Own key the email inboxes of our C-Suite: triage, prioritise, draft replies that reflect our voice, escalate when needed, and ensure follow‑up.
• Diary & Travel Coordination: Manage complex, multi‑time‑zone calendars, schedule internal/external meetings, plan travel and logistics.
• Proactive Planning: Anticipate upcoming priorities - collate documents, draft agendas, and highlight action items.
• Meeting Support: Join leadership meetings, take excellent notes, track action items, and ensure timely follow‑through.
• Communication & Brand Alignment: Craft communications - emails, internal memos, meeting summaries that reflect Pencil’s polished, creative, and high-performance brand tone.
• Ad‑hoc Strategic Support: Support special projects and coordinate across functions with precision.

Your background:

• 3+ years experience supporting C‑level or senior leadership - this must be in a remote-first, fast‑paced tech, marketing, or creative environment.
• Mastery of diary tools, Google suite, and real-time inbox management.
• Exceptional written and verbal communication - able to articulate on-brand tone for external and internal audiences.
• Highly pragmatic: sharp prioritisation, efficient time‑management, and ability to balance routine tasks with strategic demands.
• Proactive, intelligent, and discreet: you anticipate needs, adapt to shifting priorities, and manage confidentiality.
• Experience with multi‑time‑zone coordination (ideally across Europe, Americas, Asia).
• Tech‑savvy and flexible: comfortable with new tools, learning quickly, and problem solving.

Benefits:

• 25 days PTO plus public holidays, although we operate a Flexible Time Off scheme
• Health insurance / private medical cover
• Monthly stipend towards wellness, fitness, and learning and development
• Remote - work from anywhere in your home country
• Enhanced parental leave policies, whether you become a parent through birth, adoption or surrogacy
• Access to our Pencil office in The Shard, London
• We Work all access
• Flexible working hours