Executive Assistant & Office Manager

Responsibilities

• As our first Executive Assistant & Office Manager, you'll be a creative problem-solver and trusted partner to the leadership team. Your day-to-day focus will be partnering closely with our founders - Dieter (CEO) and Hendrik (CRO) - while supporting the broader leadership team as needed.
• You'll help optimize how the company spends its time and attention - bringing clarity, calm, and momentum to a fast-moving environment.
• You'll build strong, trust-based relationships across the company and with external stakeholders (candidates, customers, investors, partners, and vendors). You'll act as an informed representative in day-to-day interactions, with great judgment and total discretion.
• This is a role for someone who enjoys owning the details and improving the system: creating high-quality outputs, anticipating what's needed next, and making sure the team can stay focused on building, selling, and shipping.
• Your Mission
• Make leadership time work for the whole company
• Your primary day-to-day support is for the founders - Dieter (CEO) and Hendrik (CRO). You own the calendar mechanics, inbox triage, prep, and follow-through that keep decisions crisp and execution unblocked.
• Own and protect leadership calendars: protect deep work, batch shallow work, eliminate meetings that shouldn't happen, and make sure the meetings that do happen have an agenda, a prep doc, and a clear outcome
• Triage inboxes: surface what truly needs attention, draft replies when appropriate, and make sure nothing important falls through the cracks
• Track action items from leadership meetings and make sure they close
• Run the office so no one notices the office
• The best office management is invisible. Coffee is good, the wifi works, the new hire has a laptop on day one, and Friday lunch shows up without anyone asking.
• Own the Antwerp office end-to-end: vendors, suppliers, snacks, equipment, etc.
• Set up and equip the office, including any future moves or expansions
• Be the first point of contact for visitors, candidates on-site, customers stopping by, and the team itself when something needs sorting
• Make travel, offsites, and visits actually work
• We run quarterly team offsites and travel constantly between London, Antwerp, and New York. You make all of that frictionless.
• Plan and book founder and leadership travel: flights, hotels, ground transport, dinners, visa logistics
• Own quarterly team offsites end-to-end: venue, agenda support, travel, food, activities, budget
• Coordinate customer visits, investor visits, and recruiting on-site days
• Build the culture and moments that keep the team connected
• As we scale across offices, the small moments matter: how we onboard, how we celebrate wins, how we stay aligned, and how we make in-office time feel worth it.
• Own team-building and culture moments in the Antwerp office: monthly team events, Friday rituals, celebrations, welcome lunches, and "make it feel like Conveo" touches
• Partner with leadership to run high-quality all-hands, town halls, and internal events (venue/logistics, run-of-show, comms, and follow-ups)
• Create lightweight playbooks and templates so events get easier (and better) every time

Requirements

• 3-5+ years supporting senior executives, ideally founders or C-suite at a high-growth startup, scale-up, or fast-paced professional services firm
• Demonstrable track record of owning a calendar, inbox, and travel for someone whose time is genuinely scarce
• Experience using AI tools (Claude, ChatGPT, automations) to compound your own output
• Office management experience: vendor relationships, lease and supplier management, onboarding logistics, ev

Benefits

Additional Information

What we are building at Conveo Conveo is the AI research platform enabling fast, affordable, and high-quality consumer / B2B research. Global brands like Unilever, Google, and Orange use our AI video interviewer to generate insights across marketing and product teams. #1 What problem are we solving, and why is this an important problem to solve The current/traditional research methods companies rely on are slow, expensive, and superficial. Running great research also requires expertise, which is a blocker to many companies. That directly affects how well companies understand their customers and how well they can serve them. Conveo is the platform that closes this gap by enabling affordable, scaled, and deep insights in days instead of weeks. #2 The team you will join You will join an extremely talented team of incredibly passionate, high-energy people. We go the extra mile while having the best time of our lives. Our team has the combination of decades of market research knowledge, incredible engineering ability, and experience building companies. #3 How we operate We truly care about our clients and the problem we solve. That means we humbly go the extra mile every time. We work hard, and we have fun. To keep our quality bar incredibly high, we want to execute with the smallest possible team.

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