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

You must be based in the UK or have the legal right to work there. The role—and the company—is fully remote.

Ellipsis is a leading SEO content agency committed to being the best in the industry. We’re a modern, fully remote team working in a fast-paced, ambitious, and supportive environment.

As our Executive Assistant, you’ll create systems that protect focused work within our rapidly growing remote team. Your role is to manage the continuous flow of information and operations so the Managing Director can focus on strategic priorities—your support is what enables this.

We’re looking for someone who genuinely enjoys delivering excellent support. You’ll handle the operational puzzles that keep a remote company running smoothly, manage core processes, and identify opportunities for improvement. Your attention to finance, team coordination, and meeting organisation will strengthen the entire team.

At Ellipsis, we prioritise Deep Work in a hyper-connected world. You’ll help balance urgent client needs, strategic coordination, and focused work time. Your contribution will be essential in handling these competing demands effectively.

This role rewards reliable execution and thoughtful refinement of how we work. As you build trust, you’ll help shape our operational systems. Show us how you’ve enabled others to succeed—whether through EA experience or transferable skills.

Ellipsis has been 100% remote for seven years. We embrace the best aspects of remote work: collaboration, Deep Work, team retreats, and a supportive, inclusive culture that helps everyone do their best work.

While our team is globally distributed, our collaboration hours follow GMT/UTC. We also meet in person for team events and conferences.

Our SEO content offering, Content Growth, provides clients with monthly SEO-optimised posts based on a strategy we develop to deliver strong results. We handle everything end-to-end: strategy, keyword research (powered by our FALCON AI), briefs, writing, publishing, promotion, link building, rank tracking, and SEO troubleshooting. Our Content team leads production, while our SEO team handles technical requirements.

Ellipsis is expanding rapidly. We produce exceptional work and are building something special. It’s an exciting time to join.

Breakdown of responsibilities:
• 50% process-driven company and MD admin
• 30% reactive tasks and special projects
• 20% meeting preparation, participation, and follow-up

Remote work depends on trust, and this is crucial for this role. Over time, you’ll take ownership of core responsibilities:

Finance, HR, and Operations:
• Handle daily financial tasks such as expenses, draft payments, invoicing, and record maintenance
• Oversee client invoicing and payments
• Coordinate with external accountants on reporting, payroll, and pensions
• Manage compliance paperwork and ad hoc team financial requests
• Support hiring by posting roles, managing applications, and initial screening

Meetings:
• Prepare agendas and internal notes
• Attend or review recorded meetings and produce accurate, useful minutes
• Assign and draft follow-up actions and emails

Sales and Marketing Admin:
• Draft proposals and contracts based on templates, ensuring accuracy under tight timelines
• Draft follow‑up sales emails
• Proactively prepare quotes using previous project data
• Ensure follow‑ups are completed quickly and coordinate with stakeholders

Email Management:
• Maintain an organised MD inbox, drafting replies or responding where appropriate
• Triage emails and present information clearly to enable rapid decision‑making
• Create templates and systems to manage recurring email patterns

Travel:
• Organise twice‑yearly company meetups for 20+ people, including location research, budgeting, travel bookings, restaurants, rooms, and activities
• Handle logistical questions and ensure smooth events
• Support Leadership team travel for conferences, often involving multi‑city arrangements

Special Projects:
• Support the MD with varied tasks requiring initiative and completion, not just following fixed processes
• Lead B Corp–related project work, coordinating policies, delegating tasks, and ensuring deadlines
• Compile the monthly company newsletter, schedule it in email and WordPress, and plan associated social content, working with the Graphic Designer

The role includes flexibility for occasional late‑day meetings with California-based clients. Time off in lieu is provided.

You’ll be the sole Operations team member, working independently while staying connected digitally. Your goal is to reduce the MD’s operational workload so he can focus on growth. You must be self‑motivated and comfortable working without constant interaction. Occasional personal admin for the MD may be required.

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

We welcome both traditional EA/PA candidates and those who’ve built these skills elsewhere. What matters most is your ability to create order and earn trust through consistent execution.

Benefits:
• Full‑time, fully remote role (UK work eligibility required)
• Competitive UK‑benchmarked salary: £35k–£42k per year
• 28 days of holiday
• One additional holiday day per year up to +5
• One 4‑day work week per month
• Flexible working hours within collaboration window needs
• Twice‑yearly team retreats
• Enhanced parental leave and sick pay
• Commitment to sustainability; aiming for B Corp certification by end of 2025

The application process:
We carefully select the best candidate. Much of our internal Wiki is public and helpful to review before applying, especially our guide to the interview process.

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

We receive many applications. Stand out by thoroughly addressing the responsibilities and following the “how to apply” guidance.

Interviews are via Google Meet with Leadership team members and the MD. This is also your chance to evaluate us.

Final stage: a paid test project (~4 hours, one week to complete). Afterward, we request references from your last two managers.

We strive to build an ethical business where everyone can excel. If you think you might be the right fit, please apply.

How to apply:
Submit your application using the link provided. We’ll decide who moves forward based on your form and CV. Researching the role, our expectations, and what you can bring will greatly improve your chances. Use your cover letter to show us this.

Ellipsis is an equal‑opportunity employer.

Although we embrace technology, we want to hear from you—not AI. We will screen for AI‑generated applications and automatically disqualify them.

Application deadline: end of day, 20 January 2025. We will contact all applicants after the deadline.