Hybrid Executive Assistant, Workplace Operations

at Ironclad

• Job title: Executive Assistant, Workplace Operations
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, London, United Kingdom

About the role

• Executive Assistant supporting Go-to-Market leaders at Ironclad, the leading AI contracting platform. Focused on administrative support and workplace operations in London.

Responsibilities

• Provide comprehensive administrative support to some of our GTM leaders, including complex calendar management, coordinating internal and external meetings across different time zones, and managing domestic and international travel arrangements.
• Act as a professional liaison between executives, team members, and external stakeholders, ensuring effective communication, follow-up, and timely information flow.
• Assist in planning and executing company events, offsites, meetings, and team-building activities, both locally and internationally, partnering closely with the executive team.
• Manage and prioritize multiple tasks and projects with a keen attention to detail and a high level of accuracy.
• Handle highly confidential information with absolute discretion and maintain an impeccable level of professionalism.
• Contribute to the overall efficiency and effectiveness of the GTM team by identifying opportunities for process improvement and implementing innovative solutions.
• Serve as the primary point of contact and manager for all operations within our London serviced office location.
• Be main point of contact with office service provider.
• Ensure the office is welcoming, fully operational, and compliant with local health and safety standards, handling everything from managing supplier relationships to coordinating necessary workspace adjustments.
• Manage office budget, inventory, and procurement of supplies, equipment, and services for the London team.
• Coordinate onboarding and offboarding logistics for new and departing London-based employees, ensuring a seamless experience.
• Foster a positive and collaborative office environment by coordinating local team connection points and serving as the culture champion for the new office.
• Lead the coordination for potential future office scaling and relocation efforts as the company grows in the region.
• Work closely with Workplace team based in SF to align on quality of service and amenities.

Requirements

• 3 - 5+ years of experience in an executive support role, preferably in a fast-paced startup or tech environment, with demonstrated experience supporting GTM or business leaders.
• Prior experience that includes office management, workplace coordination, or facilities support is highly desirable. Experience managing an office within a serviced office/co-working space is a plus.
• Exceptional organizational and time management skills, with the ability to prioritize, handle multiple competing tasks, and rapidly pivot as priorities shift.
• Strong attention to detail, highly organized, proactive, and responsive.
• Intellectually curious and committed to continuous learning and collaboration to improve how we work.
• Excellent written, verbal, and interpersonal communication skills, demonstrating cultural awareness and professionalism when interacting with international stakeholders.
• Proficiency in Google Office Suite and other productivity tools such as Slack, Notion, Coupa, Navan, and Zoom, with an enthusiasm to learn and use new tools. Light experience with Salesforce, Seismic, and Catalyst is a plus!
• Strong ability to create impactful presentation materials and reports.Ability to think proactively and take initiative, anticipating the needs of executives, the team, and the office.
• Serve as a trusted partner, demonstrating unwavering integrity and impeccable judgment when handling proprietary and confidential data.
• Must be based in London and have the ability to work from our serviced office a minimum of three days per week (e.g. Tuesday, Wednesday, Thursday) to ensure effective office management and team presence, with potential for increased presence as required.

Benefits

• Private Medical & Dental insurance, covered at 100% for you and dependents
• Life assurance and Income Protection
• Generous leave policies, including parental leave, medical leave, and compassionate leave
• Family-forming support through Maven for you and your partner
• Monthly stipends for wellbeing, hybrid work, and (if applicable) phone use
• Standard pension contribution scheme
• Regular team events to connect, recharge, and have fun
• And most importantly, the opportunity to help build the company you want to work at