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. This role and our company are fully remote.

Ellipsis is a leading SEO content agency committed to excellence. We’re a modern, fully remote team that works quickly, with ambition and care.

As our Executive Assistant, you’ll set up systems that protect deep, focused work across our fast-growing remote team. You’ll manage the ongoing flow 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 great support. You’ll handle the operational responsibilities needed to run a remote business, take ownership of key processes, and continuously look for ways to improve them. Your thorough work across finance, team coordination, and meeting scheduling will help strengthen the entire 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 dedicated focus time without interruption. Successfully managing these competing priorities will be central to the role.

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

Ellipsis has operated fully remotely for seven years. We embrace the best parts of remote work: 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 meet in person for retreats and conferences.

Our SEO content service, Content Growth, produces monthly SEO-optimised articles built from a strategy designed to deliver 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 handles technical deliverables.

Ellipsis is growing quickly. We deliver excellent 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 relies on trust, and that’s especially true here. Over time, you’ll take ownership of key responsibilities:

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

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

Sales and Marketing Administration:
• Build proposals and contracts using templates, ensuring accuracy under tight deadlines
• Write follow-up sales emails
• Prepare quotes in advance based on previous project data
• Make sure 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
• Sort incoming messages and summarise key details for quick decisions
• Create templates and systems for ongoing communication needs

Travel:
• Plan twice-yearly team meetups for 20+ people, including research, budgets, travel, venues, and activities
• Manage event logistics to ensure smooth execution
• Support the Leadership team’s conference travel, often across multiple cities

Special Projects:
• Assist the Managing Director with a range of tasks that require initiative and follow-through rather than fixed processes
• Support B Corp-related work 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

There may be 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 closely connected digitally. Your goal is to reduce the Managing Director’s operational workload so he can focus on growing the business. 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:
• Excellent attention to detail, particularly in written English
• Experience improving processes or systems
• Strong writing and editing skills
• Confidence working remotely and managing your time effectively
• Proficiency 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 gained 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)
• Salary competitive with UK benchmarks: £35k–£42k per year
• 28 days annual leave
• One extra holiday day per year, up to +5
• One four-day working 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 an ongoing basis, with interviews scheduled after the deadline. Take your time—your written answers matter more than your CV.

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

Interviews will be held via Google Meet with members of the Leadership team and the Managing Director. It’s also your opportunity to evaluate us.

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

We want 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. Progress depends on your form and CV. Researching the role, our expectations, and the value you can bring will strengthen your application—use your cover letter to demonstrate this.

Ellipsis is an equal-opportunity employer.

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

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