Executive Assistant

Executive Assistant - Tenon AI Studio & GRW Group
Location: Edinburgh - Full-time / Hybrid

Context of the Role
 
This role sits at the heart of a fast-evolving ecosystem of agentic AI companies operating across recruitment, HR, and software development. These ventures share a unified mission to build intelligent, self-learning systems that automate value creation and enhance efficiency across industries. Current projects include: - GRW Scout - an agentic AI platform for talent management and recruiting ((url removed)) - Halo HR - an AI-powered salary sacrifice and employee benefits system - Tenon AI Studio - an AI development studio building agentic software solutions for external clients Alongside these, the group is expanding a growing portfolio of AI and tokenised ventures across the UK and Europe.
 
Job Purpose
 
The Executive Assistant (EA) provides high-level administrative and operational support directly to the Chairman, ensuring the smooth coordination of activity across multiple AI ventures. You'll operate within an entrepreneurial, fast-moving environment — managing schedules, documentation, and communications that enable rapid execution and strategic alignment across projects. This is a strategic support role requiring discretion, adaptability, and initiative. You'll act as the Chairman's operational partner — maintaining order, focus, and momentum within a dynamic and innovative ecosystem.
 
Key Responsibilities

Executive & Administrative Support
 
- Manage a complex calendar, meetings, and communications for the Chairman. - Prepare, review, and manage presentations, documents, and investor materials. - Coordinate travel, logistics, and briefing materials for meetings and events. - Prioritise and handle communications on behalf of the Chairman with clarity and discretion. - Support board meetings and strategic sessions with agenda preparation and minute-taking.
 
Project & Operational Coordination

- Assist with planning, tracking, and delivery of strategic projects across ventures. - Conduct research and prepare concise briefing packs for meetings and presentations. - Liaise across teams to ensure alignment and timely delivery of key initiatives. - Manage document control for contracts, legal agreements, and inter-company materials.
 
Communication & Relationship Management
 
- Act as a trusted representative of the Chairman in interactions with partners, clients, and stakeholders. - Maintain professional and effective communication channels across the organisation. - Handle confidential and sensitive information with the utmost integrity.
 
Office & Organisational Support
 
- Oversee office operations, vendor management, and supplies. - Support company events, team offsites, and coordination logistics. - Assist with onboarding and administrative setup for new hires.
 
Qualifications & Experience
 
- Proven experience as an Executive Assistant, Personal Assistant, or Chief of Staff in a fast-paced or tech-led environment. - Strong organisational, communication, and multitasking abilities. - Exceptional attention to detail and written accuracy. - Comfortable managing change, ambiguity, and shifting priorities. - Highly IT literate — confident using tools such as Google Workspace, Notion, Slack, and project management platforms. - Degree-level education preferred.
 
Personality & Approach
 
You'll be proactive, confident, and comfortable making decisions independently. This environment moves fast — priorities evolve daily — and success depends on agility, emotional intelligence, and a calm, solutions-oriented mindset. Experience in a start-up or scale-up environment is an advantage.
 
Compensation & Benefits
 
- Competitive salary, commensurate with experience - Office-based role in Edinburgh - 33 days annual leave including public holidays - Company pension - Laptop and reasonable business expenses covered - Occasional UK and European travel - Opportunity to grow within a high-impact agentic AI ecosystem