Time zones: GMT (UTC +0), CET (UTC +1), EET (UTC +2), AST (UTC -4), FKST (UTC -3)

You must either live in the UK or already have the legal right to work there. The position and the company are fully remote.

Ellipsis is a top-tier SEO content agency focused on excellence. We’re a modern, fully remote team that works fast, with ambition and care.

As our Executive Assistant, you’ll create systems that safeguard deep, focused work across our rapidly growing remote team. You’ll manage the steady stream of information and day-to-day operations so the Managing Director can focus on strategic priorities—your support makes this possible.

We’re looking for someone who genuinely enjoys providing excellent support. You’ll handle the operational challenges required to run a remote business, take ownership of key processes, and continually look for ways to improve them. Your careful work across finance, team coordination, and meeting scheduling will strengthen the whole organisation.

At Ellipsis, Deep Work is a core value in a world that never stops connecting. You’ll help balance urgent client needs, long-term strategy, and uninterrupted focus time. Managing these competing priorities effectively will be central to the role.

This job rewards consistent, dependable performance and a thoughtful approach to improving systems. As trust builds, you’ll play a role in shaping how our operations run. Show us how you’ve helped others succeed—either in an EA role or through transferable experience.

Ellipsis has been fully remote for seven years. We embrace what remote work does best: strong collaboration, deep focus, team retreats, and a supportive culture where everyone can thrive.

Although our team is spread across the globe, we collaborate during GMT/UTC working hours. We also gather in person for retreats and conferences.

Our SEO content service, Content Growth, produces monthly SEO-optimised articles built from a strategy designed to drive strong results. We manage everything end to end: strategy, AI-assisted keyword research (using our FALCON AI), briefs, writing, publishing, promotion, link building, ranking, and troubleshooting. The Content team oversees production, while the SEO team covers technical deliverables.

Ellipsis is growing quickly. We deliver outstanding work and are building something meaningful—this is an exciting time to join.

Responsibility breakdown:
• 50% process-driven administration for the company and the Managing Director
• 30% reactive support and special projects
• 20% meeting preparation, attendance, and follow-up

Remote work depends on trust, and that’s especially true here. Over time, you’ll take ownership of key responsibilities:

Finance, HR, and Operations:
• Handle daily finance administration, including expenses, draft payments, invoicing, and record-keeping
• Manage client invoicing and payments
• Partner with external accountants on reporting, payroll, and pensions
• Manage compliance documents and occasional finance questions from the team
• Support hiring by posting roles, reviewing applicants, and conducting initial screening

Meetings:
• Prepare agendas and internal notes
• Attend meetings or watch recordings, then produce clear, useful minutes
• Create and assign follow-up tasks and draft follow-up emails

Sales and Marketing Administration:
• Assemble proposals and contracts using templates, ensuring accuracy under tight deadlines
• Write follow-up sales emails
• Prepare quotes proactively based on prior project data
• Ensure follow-ups happen on time and coordinate with the relevant teams

Email Management:
• Keep the Managing Director’s inbox organised, drafting or sending replies when appropriate
• Triage incoming messages and summarise key details for quick decisions
• Build templates and systems for recurring communication needs

Travel:
• Plan twice-yearly team meetups for 20+ people, including research, budgets, travel, venues, and activities
• Manage event logistics to ensure everything runs smoothly
• Support Leadership team travel for conferences, often across multiple cities

Special Projects:
• Support the Managing Director with a variety of tasks that require initiative and follow-through rather than fixed processes
• Lead work related to B Corp by coordinating policy updates, delegating tasks, and tracking deadlines
• Prepare and schedule the monthly company newsletter in email and WordPress, and coordinate related social content with the Graphic Designer

The role may include some flexibility for occasional late-day client calls from California. Time off in lieu is provided.

You’ll be the only member of the Operations team, working independently while staying well connected digitally. Your aim is to reduce the Managing Director’s operational workload so he can focus on business growth. You must be self-motivated and comfortable working without constant interaction. Some personal administration for the Managing Director may also be required.

What we’re looking for:
• Outstanding attention to detail, especially in written English
• Experience improving processes or systems
• Strong writing and editing skills
• Confidence working remotely and managing your time effectively
• Strong skills with tools such as Google Workspace and project management platforms
• Ability to work UK hours with some flexibility

We welcome candidates from traditional EA/PA backgrounds as well as those who developed similar skills in other ways. Most important is your ability to create structure and build trust through reliable, consistent work.

Benefits:
• Full-time, fully remote role (UK work eligibility required)
• Competitive salary in line with UK benchmarks: £35k–£42k per year
• 28 days annual leave
• One additional holiday day per year, up to +5
• One four-day work week per month
• Flexible hours based on collaboration needs
• Twice-yearly team retreats
• Enhanced parental leave and sick pay
• Strong sustainability commitments; aiming for B Corp certification by late 2025

Application process:
We take hiring seriously. Much of our internal Wiki is public and can help you prepare—especially our interview process overview.

We review applications on a rolling basis, with interviews scheduled after the deadline. Take your time—your written responses matter more than your CV.

We receive many applications. Stand out by addressing the responsibilities in detail and following the application instructions exactly.

Interviews take place via Google Meet with members of the Leadership team and the Managing Director. This is also your chance to assess us.

Final stage: a paid test project (about four hours, to be completed within one week). After that, we’ll request references from your most recent two managers.

We aim to build an ethical business where everyone can do great work. If this sounds like you, we encourage you to apply.

How to apply:
Submit your application using the link provided. Progression decisions are based on your form and CV. Researching the role, our expectations, and the value you can bring will significantly strengthen your application—use your cover letter to demonstrate this.

Ellipsis is an equal-opportunity employer.

While we value technology, we want to hear directly from you—not from AI. We check applications for AI-generated content and automatically disqualify those that use it.

Application deadline: end of day, 20 January 2025. All applicants will be contacted after the deadline.