Remote Executive Assistant (UK only, fully remote) id-3573

January 8, 2025

Time zones: GMT (UTC +0), CET (UTC +1), EET (UTC +2), AST (UTC -4), FKST (UTC -3)

You will need to be either UK-based or have the right to work in the UK for this role. This role and the whole business are fully remote.

Ellipsis is a world-class SEO Content agency that’s on a mission to be the best in the world at SEO Content. We are a modern, fully remote team and business, and operate a fast-paced, supportive, and ambitious environment.

As our Executive Assistant, you'll build the systems that protect focused work in our fast-growing remote team. Success means handling the constant flow of information and operations so our Managing Director can concentrate on strategic priorities. Your excellent support will make this possible.

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We're looking for someone who finds satisfaction in excellent support. You'll solve the interesting puzzles that keep a remote business running smoothly. You'll handle our core operations while spotting ways to make things better. Your careful attention to finance, team coordination, and meeting management will help the whole team succeed.

We take a different approach at Ellipsis. We value Deep Work in a world of constant connection. You'll help manage this balance: handling urgent client requests, coordinating strategic projects, and creating space for focused work. Your support will be critical in managing these competing demands effectively.

This role rewards both reliable execution and thoughtful improvements. As you build trust, you'll help shape how our remote team works together. Show us how you've helped others succeed, whether through EA experience or skills from a different field.

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Ellipsis is a 100% remote team, and we’ve been fully remote since our first day 7 years ago. We lean into the best things about being remote: we balance collaboration, “Deep Work”, regular team retreats, and we put a lot of work into a supporting and inclusive culture where everyone can do the best work of their careers.

We’re distributed across the world, but our core collaboration hours are GMT/UTC-based. We often meet up with colleagues for team meetups and conferences.

Our SEO Content work is branded as Content Growth, and clients engage us to produce a set number of posts each month on retainer based on an SEO Content strategy we formulate for them, which is focused on bringing them impressive results.

With Content Growth, we take care of everything end-to-end, from high-level SEO strategy, keyword selection (which is powered by our proprietary FALCON AI), content briefs, content production, publication, promotion and link building, rank tracking, and troubleshooting SEO queries. Our Content team leads these projects and takes care of the content production, and our SEO team takes care of the SEO requirements.

Ellipsis is growing quickly. We do outstanding work and are building something special. It’s an exciting time to join us.

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This position can be broken down as follows:

50% process-driven company admin / MD admin
30% reactive work and special projects
20% meetings – preparation, attendance, follow-up

Remote work requires trust, and in this role, this will be absolutely critical. Below is a list of some of the responsibilities you'll be able to grow into over time:

Finance, HR, and company operations admin - you'll own these areas and the associated processes, taking this over from the MD and protecting the time it frees up:

Manage day-to-day financial tasks, including expense processing (bookkeeping), drafting of batch payments, invoice collection, and maintaining accurate records.
Handle client invoicing, and ensure timely payments (both incoming and outgoing).
Coordinate with external accountants for accurate financial reporting and payroll/pension administration.
Manage compliance-related paperwork and ad-hoc financial requests from the team.
Support with new hires; post job descriptions to our Applicant Tracking Software and job boards, and handle initial screening of candidates before passing over to the Hiring Manager.

Meetings - meetings shape how information flows through our business internally and externally. You'll ensure the MD and team are in a position to use them as engines of clarity and action:

Prepare for meetings, including ensuring agendas and internal notes are prepared. Your goal is to ensure we utilise our meeting time most effectively and are able to put our best feet forward.
Attend meetings and take minutes, or listen to recordings of meetings and take minutes. You should be extremely comfortable with crafting accurate, effective, and useful minutes.
Triage next actions arising from meetings, including assigning or drafting follow-up emails or tasks.

Sales and marketing admin - we need to move quickly when enquiries come in, to secure new business. You'll both proactively handle parts of this, and help us build better processes:

Draft contracts and proposals for clients. These are all templated but need careful attention to detail to ensure details are up-to-date for the client. Once we have a “yes” from a client these are often time-sensitive, so working quickly and accurately is important.
Draft sales emails, primarily as follow-ups from the MD or Head of Partnerships’ meetings.
You’ll be expected to take the initiative. For example, we might tell a client on a call we’ll draft a quote. You’ll need to draft the quote based on pricing you’ve found for similar previous projects, for the MD to review.
Ensure all follow-ups are delivered in a timely manner, roping in stakeholders if and where necessary and taking the responsibility for delivery.

Emails - email is one of our biggest sources of context-switching and interrupted focus. You'll help build better patterns for managing this flow of information:

Assist the Managing Director with maintaining an organised and efficient inbox, including drafting replies or responding directly on his behalf at times
Effectively triage emails, understand possible courses of action, and present information to the MD in a way that lets him quickly provide a batch of responses that unblock you
Build templates and systems for handling recurring email patterns, creating more predictable response flows and reducing the cognitive load of constant triage

Travel - coordinating team connection in a remote business requires both tactical skill and strategic thinking. From retreats that bring our whole team together through to Leadership conference trips that build our industry presence, you'll handle the logistics that create seamless experiences:

You will be responsible for organising our (typically twice-a-year) company meet-ups, including researching and budgeting locations, booking flights and hotels for 20+ people, finding and booking restaurants, meeting rooms, and activities.
You’ll need to mix effective research skills with organisation. What’s the best compromise for a hotel, between the cost of 20+ rooms, travel time from our meeting space, and the need for a comfortable stay? How will we get from the hotel to dinner if it’s raining? Where will we find a local photographer? Are there enough restaurants that meet everyone’s dietary requirements? These are all questions you’ll need to proactively deal with to ensure we have a productive and smooth trip.
On a smaller scale: members of the Leadership team travel a couple of times a year for conferences. These are often multi-city trips requiring tight coordination. You’ll be responsible for (remotely) assisting them with travel, hotels, and client dinners/gifts.

Special projects - great Executive Assistants anticipate needs and build systems that stick. You'll take on a mix of one-off projects and ongoing improvements, spotting ways to make our business work better:

Assist the MD with tasks day-to-day. The remit of this role is not “follow this clearly defined process every time”, but “take this mostly finished project and figure out how to proactively take it to completion”. These tasks might touch project management, writing/editing, triaging information, and ensuring action is taken. Some examples:
We are on the pathway to becoming a B Corporation and this requires a lot of paperwork. You'll handle a lot of the work to take us in line with B Corp standards. This will involve a lot of project management, coordinating new policies, delegating tasks and follow-up to ensure projects are done on-time and successfully.
Put together the company monthly newsletter from content provided by the MD or Strategy team: load into our email software + WordPress and schedule, draft and schedule social media posts (including Thought Leadership style LinkedIn content) based on the newsletter (this requires understanding which parts of the content work as standalone pieces, liaising with our Graphic Designer to get assets), and schedule content across company and personal LinkedIns.

Remote Executive Assistant (UK only, fully remote) id-3573

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