Executive Assistant

This is a high-trust role at the centre of how the company runs. You will work closely with our executive team and keep the leadership cadence sharp and predictable. You make sure the right meetings happen, the right people are prepared, and decisions turn into follow-through. You protect time, reduce noise, and bring order to complex weeks. If you enjoy creating structure in a fast-moving environment, you’ll do well here. This role is 20 to 25 hours per week. We also have a separate part-time Office Manager opening. If you’re interested in combining the two into one full-time position, please apply to both roles. Our application system will link your applications automatically.

What you will own

Leadership cadence and meetings
You run the cadence for Board, Executive Team, and Operational Leadership Team meetings. You own the end-to-end flow: agendas, pre-reads, materials, logistics (rooms, AV, catering), minutes, decisions, and action follow-up. You keep a clear weekly run-of-show and make sure nothing important slips.

Executive support and prioritisation
You help guard executive time and priorities by triaging requests, spotting conflicts early, and creating structure around shifting inputs. You communicate clearly, follow up fast, and close loops.

Travel and expenses
You book end-to-end travel for executives (flights, hotels, transfers) and keep itineraries updated. You process expenses accurately and on time, in line with policy, including corporate card and Pleo.

Cross-region coordination
You work with stakeholders across regions to align schedules, materials, and logistics. You are the person who makes multi-time-zone execution feel simple.

What you will bring

• You are highly organised and calm under pressure.

• You have strong judgement and high discretion.

• You are proactive. You see problems coming and fix them early.

• You communicate clearly and do not drop threads.

• You are comfortable pushing back when something does not make sense.

• You are confident with Microsoft 365 and Teams, and familiar with travel and expense tools.

Experience that helps

You have supported senior leaders before as an Executive Assistant or Personal Assistant, ideally with board or leadership team exposure. Titles matter less than your track record of running cadence, preparing meetings properly, and driving follow-through.

What success looks like

• Leadership meetings are well prepared, start on time, and end with clear outcomes.

• Decisions and actions are documented, owned, and followed through.

• Travel is smooth, cost-aware, and kept current when plans change.

• Expenses are accurate, timely, and policy-compliant.

• Executives experience fewer fire drills because the week has structure.

The benefits!

Full Flexibility: Work where and when you do your best! Morning person or night owl? Home office or office vibes? You decide.

Pension & Health: We’ve got you covered—literally. Enjoy a robust pension plan that includes life insurance, and coverage if life throws a curveball like loss of work capacity or serious illness. Plus, our health insurance takes care of hospital stays, surgeries, physical therapy—you name it. Peace of mind, sorted.

Laptop & Company Phone: Stay connected with a Laptop & iPhone on us. Work or personal use? Your call. Need a subscription? We’ve got that too.

Lunch & Snacks: Fuel up with our lunch programme, including tasty meals, snacks, and drinks. Your taste buds will thank you.

About us

Zensai is a growing global company creating the Human Success Platform—an AI-powered suite built natively into Microsoft 365 that helps people Learn, Engage, and Perform. We're here to support meaningful, measurable growth for individuals and businesses alike.

Learn more about how we hire at Zensai here!