Executive Assistant

About Pencil

Pencil is building advertising technology with a modern SaaS platform powered by generative AI. The company’s aim is to make AI a standard part of advertising while still valuing and supporting creative professionals. It is also focused on helping small businesses and individual creators, not only large brands.

Role Overview

As Executive Assistant to the C-suite, you will be the steady operational support behind the leadership team’s day-to-day effectiveness. This role calls for someone who can manage inboxes, calendars, correspondence, and coordination with accuracy and judgment. You’ll work in a fast-moving, creative-first environment where the ability to anticipate needs, protect leadership time, and keep work moving smoothly is essential.

Key Responsibilities

• Take ownership of senior leaders’ email inboxes by sorting messages, prioritising what matters most, drafting replies in the right tone, escalating when necessary, and making sure follow-ups are completed.
• Coordinate demanding calendars across multiple time zones, arrange meetings, and handle travel planning and logistics.
• Look ahead to upcoming priorities, prepare documents in advance, draft meeting agendas, and surface action items that need attention.
• Attend leadership meetings, capture detailed notes, track next steps, and ensure actions are followed through on time.
• Prepare polished communications such as emails, internal updates, and meeting summaries that match the company’s professional, creative, high-performing voice.
• Provide support on special initiatives and cross-functional coordination as needed.

Candidate Profile

The role requires at least 3 years of experience supporting C-level executives or senior leaders in a remote-first, fast-paced tech, marketing, or creative setting. You should be highly confident with calendar tools, Google Workspace, and managing email in real time. Strong written and spoken communication is important, along with the ability to produce messages that sound polished and on-brand for both internal and external audiences.

You should be exceptionally organised, able to prioritise quickly, and comfortable balancing routine administration with higher-level demands. Discretion, sound judgment, and a proactive approach are important, since the role involves anticipating needs and handling confidential matters. Experience working across multiple time zones, ideally spanning Europe, the Americas, and Asia, is preferred. You should also be comfortable with new technology, adaptable, and quick to solve problems.

Benefits

• 25 days of paid time off plus public holidays, with a Flexible Time Off approach in practice.
• Private health insurance or medical coverage.
• A monthly allowance for wellness, fitness, and learning and development.
• Fully remote working from anywhere in your home country.
• Improved parental leave for parents through birth, adoption, or surrogacy.
• Access to the Pencil office in The Shard, London.
• WeWork all-access membership.
• Flexible working hours.

Additional Information

This is a remote role for candidates based in the EMEA region.

The position is full-time and is intended for experienced professionals rather than entry-level applicants.