Executive Assistant

Executive Assistant (the Office of the Founders)

Full-time Permanent London

About Shop Circle

Shop Circle is an AI-first technology company that acquires and scales mission-critical B2B software businesses globally .

We serve 200,000+ businesses across diverse verticals, focusing on high-retention, deeply embedded software with strong cash generation.

Our model is simple but powerful: acquire high-quality SaaS companies and accelerate their growth through a centralized AI platform, driving both revenue expansion and operational efficiency.

We operate as long-term owners , continuously improving products through applied AI.

About the Role

We are looking for an Executive Assistant to join the Office of the Founders and support the founders across day-to-day execution, internal coordination, external meetings, travel, events, and follow ups.

This is a high-trust, high-context role for someone highly organised, proactive, discreet, and comfortable working in a fast-paced environment. You will help the founders stay focused on the highest-impact priorities by ensuring that meetings, communications, logistics, and operational follow-ups run smoothly.

The ideal candidate is not just an assistant, but an operational partner who can anticipate needs, manage details, follow through, and create structure around a busy founder-led environment.

The role is based in London , with regular interaction with the founders and senior leadership team. Fluent English is essential , both written and spoken.

Key Responsibilities

• Manage the founders’ calendars, including scheduling, prioritisation, meeting preparation, and coordination across internal and external stakeholders.
• Organise travel, accommodation, itineraries, logistics, expenses, and ad hoc executive needs.
• Support preparation for meetings, including agendas, materials, briefing notes, and follow up actions.
• Track key follow-ups from meetings and ensure actions are captured, assigned, and progressed.
• Coordinate across internal teams, investors, partners, advisors, and external stakeholders.
• Help organise board meetings, leadership meetings, offsites, company events, and investor meetings.
• Support communication on behalf of the founders where appropriate, including drafting messages, follow-ups, and internal updates.
• Maintain structure across priorities, documents, workflows, and recurring executive processes.
• Handle confidential information with discretion, judgement, and professionalism.
• Identify ways to improve operating rhythm, communication flow, and day-to-day efficiency.

What We’re Looking For

• 4–8 years of experience in executive support, operations, business operations, consulting, investment banking, private equity, venture-backed startups, or another fast-paced professional environment.
• Experience supporting founders, CEOs, senior executives, investors, or partners.
• Based in London, with the ability to work closely with the founders and broader leadership team.
• Fluent English is essential, with excellent written and verbal communication skills.
• Exceptional organisational skills and strong attention to detail.
• Ability to manage multiple priorities and stay calm under pressure.
• Strong judgement, discretion, and reliability.
• Proactive mindset, with the ability to anticipate needs rather than only react.
• Comfortable working with senior stakeholders, investors, founders, and leadership teams.
• Strong ownership mentality and willingness to do both strategic and operational work.
• High proficiency with productivity tools such as Google Workspace, Slack, Notion, Excel/Sheets, calendar tools, and AI tools.

Nice to Have

• Experience in a VC-backed startup, scaleup, technology company, investment firm, or consulting environment.
• Familiarity with board materials, investor meetings, fundraising processes, M&A, or executive operations.
• Interest in AI, software, technology, and company building.
• Italian language skills are a plus.

What Success Looks Like

• The founders’ time is better protected and more effectively allocated.
• Meetings are well prepared, well followed up, and operationally smooth
• Internal and external stakeholders experience clear, timely communication.
• Travel, logistics, events, and executive processes run without friction. •
• The Office of the Founders becomes more structured, proactive, and efficient over time.

**Ready to …