Executive Assistant to CEO

This is a full-time, high-impact role at Xi Engineering, designed to remove friction from the CEO's day and amplify their effectiveness across strategic, operational, and cultural domains.

You'll act as the central point of clarity around the CEO - filtering noise from all communication channels (email, LinkedIn, calls, messages) and structuring it into a clear, targeted, and prioritised to-do list. You'll ensure the CEO's diary flows with intention - with time for transitions, preparation, and delivery - not just crammed with back-to-back meetings.

The CEO is a fast-paced, ideas-driven, and predominantly verbal communicator. You won't get neatly written task lists - instead, you'll join live conversations, listen carefully, and capture actions with speed and clarity. You'll help ensure every meeting has a purpose, every day has focus, and nothing important slips between the cracks.

You'll take ownership of their communications coordination and executive rhythm - ensuring that energy is focused where it delivers the most value: face-to-face with clients and the team, solving problems and driving growth.

While your primary focus is the CEO, you'll also support the board and exec team when capacity allows. You'll be a key link across the company - someone who thrives on variety, adapts quickly, and enjoys enabling others to perform at their best.

And no, there will never be a dull day. 

Priority Support to CEO (core focus)

You'll be the force multiplier for the CEO - making sure energy is spent on what matters and friction is removed before it slows things down.

• Run and gatekeep the CEO's diary with strategic intent - protect time for real thinking, face-to-face problem solving, and leadership moments. Build in transitions and prep windows so every meeting starts sharp and ends with clarity. Ensuring the CEO gets lunches and breaks will be key, too. 
• Coordinate all incoming comms - across email, LinkedIn, Slack, WhatsApp, and beyond. Filter noise, escalate only what matters, and ensure nothing important gets lost. Act as a buffer, not a blocker.
• Support outbound comms as needed - follow-ups, scheduling replies, and occasional LinkedIn or internal updates. You'll help ensure communication is not just reactive, but proactive when needed.
• Track and structure actions from verbal conversations - you'll often be the only one writing things down. Turn fast dialogue into clear, prioritised tasks and follow-ups.
• Keep the CEO focused on the right things - maintain a live, dynamic to-do list prioritised by impact, not volume. Flag bottlenecks. Handle (or delegate) distractions.
• Anticipate and track medium-term tasks - don't let things pile up or go last-minute. Set reminders, prep windows, and gently nudge progress so deadlines don't sneak up.
• Prepare daily briefings and support transitions between meetings - summarise who's in the room, why it matters, and what decisions need made. Bring pace and purpose to every session.
• Coordinate all logistics - book travel, accommodation, events, and manage occasional personal admin with the same care and precision.
• Maintain visibility in HubSpot and (url removed) - log meetings, update CRM, track project actions, and flag any team blockers.

Executive Operations

You'll keep everything flowing smoothly behind the scenes - reducing admin drag and making sure the CEO's tools, systems, and support functions are aligned and frictionless.

• Prepare best-in-class briefings - verbal updates, bullet-point preps, slides, or formal decks depending on context. Whether it's a partner call or a pitch meeting, you'll help the CEO walk in ready.
• Submit and track expense claims through Webexpenses - no chasing receipts or missed deadlines. Stay on top of it without being asked.
• Update and maintain CRM records in HubSpot - log contacts, notes, and meeting follow-ups in real time. Keep the pipeline warm, visible, and structured.
• Keep (url removed) project boards accurate - help track progress across critical workstreams. Surface delays early and chase down blockers.
• Coordinate IT support for the CEO and exec team - raise tickets, follow up, and ensure issues are resolved quickly without interrupting flow.
• Support internal documentation workflows - maintain clarity and structure across shared folders, internal policies, and quality management content. Keep files findable, not buried.
• Track background tasks and repeating processes - whether it's performance reviews, policy updates, or internal audits - stay aware of what's coming and keep the wheels turning.

Board and Team Coordination 

When capacity allows, you'll help the CEO stay tightly linked with the board and wider team - enabling alignment, trust, and rhythm across leadership.

• Schedule and prepare board and exec meetings - coordinate diaries, prep agendas, ensure actions are followed up, and avoid last-minute scrambles.
• Distribute meeting materials and minutes professionally and promptly - no chasing, no clutter. Keep everyone informed with clarity and consistency.
• Support internal leadership comms - help structure and send out all-hands updates, milestone announcements, or sensitive internal news.
• Liaise with key external contacts - including legal, HR, and finance advisors - for scheduling, follow-ups, or shared actions.
• Collaborate with the wider team - align calendars, share key files, and help smooth cross-team coordination where needed.
• Offer light-touch support to board members - only when there's bandwidth, and never at the expense of core CEO focus. 

You'll be a subtle but important cultural bridge - someone who keeps people in sync, supports alignment without overstepping, and strengthens internal cohesion.

Tools you'll use

You'll need to be confident, fast, and curious with digital tools. You'll be expected to keep things moving using the platforms the CEO already lives in.

• Outlook (365) - Calendar management, meeting invites, and daily rhythm building
• HubSpot - Logging contacts, meeting notes, and maintaining a clean, visible pipeline
• (url removed) - Tracking team actions, project status, and nudging stalled tasks
• Webexpenses - Submitting and tracking expenses - no lost receipts, no delays
• Slack / Teams - Daily internal communications and quick coordination
• Microsoft Office / Google Workspace - Drafting briefs, preparing slides, cleaning up docs and minutes
• LinkedIn - Monitoring CEO's presence and activity; occasional post support

The team around you will also be an essential resource for you. Don't worry, you won't be left to figure everything out alone! The Xi team is a great support, with gratitude for each other's help being something we practice each day. 

Candidate Profile

You're not just an assistant - you're a partner who thrives on clarity, momentum, and getting things done. You'll need to move fast, listen hard, step in before things drop, and proactively ask for help when you need it.

Skill/Quality

• Executive support experience (CEO/board level/management) - Essential
• Comfort with a verbal, fast-thinking communicator - extract actions live  - Essential
• High trust, emotional intelligence, and discretion  - Essential
• Strong time and priority management - not just busywork, but impact  - Essential
• Can juggle many moving parts without panic or loss of detail  - Essential
• Proactive communicator - can draft, follow-up, and close loops - Essential
• Tool confidence (Outlook, HubSpot, (url removed), Webexpenses) - Preferred
• Understands scheduling rhythm and energy flow  - Preferred
• Comfortable around engineers, data, and technical teams  - Bonus
• Low ego, high initiative, team-first mindset - Essential

Xi is at the forefront of digital engineering - fast-growing, ambitious, and packed with opportunity. This journey will be focused, fast-moving, and fun. If you're ready to work directly with a CEO who thrives on ideas, action, and building great teams, come and join us

Ready to help drive a high-growth tech company from behind the scenes?
Submit your CV and a Covering letter detailing your relevant experience and why you're the perfect fit to by 5PM on 22nd August 2025.

Please note: Xi is not currently a sponsoring employer. You must clearly demonstrate your right to work in the UK in your application.