Executive Assistant

About the company

Lumiere Education is a fast-growing education technology company focused on creating high-touch, tutorial-style learning experiences for students worldwide. Its flagship research scholar program connects students with PhD-level mentors to support independent research, deepen academic interests beyond the classroom, and strengthen preparation for college and graduate study.

The broader team is described as ambitious, highly talented, and deeply committed to making elite educational opportunities more accessible. The organization values strong learning culture, high performance, and people who enjoy working in a fast-moving environment.

About the role

The Executive Assistant will support the Managing Director with executive, operational, and people-related work. This is a hands-on role that goes beyond calendar and inbox management. It requires someone who is highly organised, proactive, detail-oriented, and comfortable driving follow-through, tracking actions, managing data, and helping key business processes run smoothly.

The role covers leadership support, HR administration, performance tracking, reporting, and cross-functional coordination. It is best suited to someone with a strong operational mindset and a habit of making sure nothing falls through the cracks.

Executive support

• Manage the Managing Director’s schedule and meeting coordination so time is protected for key priorities.
• Build meeting packs with agendas, pre-reads, decision points, and important questions.
• Record outcomes from meetings and ensure follow-up actions are clearly assigned, owned, and dated.
• Monitor action completion, chase progress with stakeholders, and handle assigned tasks directly when needed.
• Arrange travel, meeting logistics, events, and offsite coordination as required.

HR administration and people operations

• Assist with hiring administration, including issuing offers, preparing contracts and supporting documents, and managing reference and background checks.
• Keep employee records accurate and up to date.
• Support onboarding arrangements so new joiners receive the right access and resources.
• Maintain the organisation chart and reporting structure.
• Track probation periods, schedule probation reviews, and ensure they are completed.
• Manage the timetable for performance reviews, including probation, 6-month, and annual reviews.
• Follow up with line managers to ensure reviews are completed on time and that outcome summaries are submitted.
• Keep clear records of review outcomes, development actions, and next-step plans.
• Track actions coming out of performance reviews, such as training, role changes, and progression commitments.

Leadership support and accountability

• Help prepare leadership meetings by collecting updates from department heads.
• Draft structured agendas and summarise key metrics, risks, and decisions needed.
• Maintain an action log for leadership meetings and follow up with owners to keep progress moving.
• Support quarterly OKR planning by managing timelines, documentation, reminders, and completion tracking.
• Prepare brief weekly updates for the Managing Director covering progress, wins, risks, blockers, key metric movement, and upcoming deadlines.

Business operations and process management

• Improve and maintain internal procedures, templates, and workflows.
• Help roll out process improvements across departments.
• Create standard templates for recurring work such as briefs, reports, and review documents.
• Coordinate cross-functional work where ownership is unclear and ensure momentum is maintained.
• Support internal change initiatives through communication, documentation, and consistent follow-through.

Data, reporting, and insight

• Maintain the company KPI dashboard and keep it updated.
• Track organisational metrics and project progress across the business.
• Prepare monthly KPI summaries with short commentary explaining changes and drivers.
• Improve reporting consistency by ensuring teams submit updates in the correct format and on time.
• Review reporting quality for missing data, inconsistent definitions, and unclear ownership.
• Carry out occasional checks on expense policy compliance and raise issues to the Managing Director where needed.
• Support ad hoc investigations and reporting requests.

What the company is looking for

• A bachelor’s degree from a top university.
• Strong spoken and written English.
• Excellent organisational ability and attention to detail.
• International exposure, such as studying, living, or working in international settings, is an advantage.
• Genuine interest in supporting young people and helping create access to research-based learning opportunities.

Benefits and work culture

• Competitive compensation.
• Personalised mentorship and career guidance from the founders.
• Opportunities for growth in a rapidly expanding startup.
• Access to a strong network of academic and business leaders.
• Flexible working hours with fully remote work.
• Unlimited paid time off.
• An annual team retreat.

Location and working setup

The team operates in a virtual-first model. Candidates are preferably based in the GMT+2 to GMT+9 time zone range.

Diversity and inclusion

The organisation emphasises inclusion, equity, and respect for diverse backgrounds, perspectives, and experiences. It encourages applicants to bring their authentic selves and notes that learning and collaboration are strengthened by diversity.

Application details

Applications are reviewed as they come in. Interested candidates are expected to complete the application form, and queries may be directed to the company’s careers contact.