Executive Assistant & Office Manager (London or Antwerp based)

👋 Hey! We’re Conveo.ai 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.

Traditional research is slow, expensive, and superficial. Running it well requires expertise most teams don’t have. That gap affects how well companies understand their customers and how well they can serve them. We’re closing it.

😎 The team

Conveo is a YC-backed company in an active growth period. We started this year as a team of ~20 and are on track to reach ~120 by year end. The people who join now have an outsized chance to shape how this company is built.

⭐️ Your Role & Impact 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 / London 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 / London 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

👀 What We’re Looking For Must-haves

• 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 re…