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

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

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

As an Executive Assistant, you’ll build systems that ensure deep, focused work across our fast-growing remote team. You’ll manage the continuous flow of information and day-to-day operations so the Managing Director can focus on strategic priorities—your support makes that possible.

We’re looking for someone who genuinely enjoys providing outstanding support. You’ll take on the operational challenges required to run a remote business, own key processes, and continuously look for ways to improve them. Your careful work across finance, team coordination, and scheduling will strengthen the entire organization.

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

This position rewards consistent, reliable performance and a thoughtful approach to improving systems. As trust grows, you’ll play a role in shaping how our workflows are 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 live 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 world, we work together during GMT/UTC hours. We also meet in person for retreats and conferences.

Our SEO content service, “Content Growth,” publishes monthly SEO-optimized articles based on a strategy designed to deliver strong results. We handle everything end-to-end: strategy, AI-supported keyword research (using our FALCON AI), briefs, writing, publishing, promotion, link building, rankings, and troubleshooting. The content team drives production, while the SEO team delivers the technical work.

Ellipsis is growing quickly. We deliver outstanding work and build something meaningful—an exciting time to join the team.

Breakdown of responsibilities:
• 50% process-driven administration for the company and Managing Director
• 30% reactive support and special projects
• 20% preparing for, attending, and following up on meetings

Remote work is built on trust—and it’s especially important here. Over time, you’ll take ownership of key responsibilities:

Finance, HR, and Operations:
• Manage daily finance administration, including expenses, drafting payments, invoicing, and documentation
• Handle client invoices and payments
• Work with external accountants for reporting, payroll, and pensions
• Manage compliance documents and answer occasional finance questions from the team
• Support hiring: post job openings, review applications, and conduct an initial screening

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

Sales and Marketing Administration:
• Assemble proposals and contracts using templates, ensuring accuracy even under tight deadlines
• Write follow-up sales emails
• Proactively prepare cost estimates using data from previous projects
• Ensure follow-ups happen on time and coordinate with the relevant teams

Email Management:
• Keep the Managing Director’s inbox organized, drafting responses or sending them when needed
• Pre-sort incoming messages (triage) and summarize the most important details for fast decisions
• Build templates and systems for recurring communication needs

Travel Planning:
• Plan two team meetings per year for 20+ people—research, budgets, travel, locations, and activities included
• Manage event logistics so everything runs smoothly
• Arrange travel support for the leadership team to conferences, often across multiple cities

Special Projects:
• Support the Managing Director with a variety of tasks that require initiative and consistent follow-through—rather than fixed, predefined processes
• Support work related to B Corp: coordinate policy updates, delegate tasks, and track deadlines
• Prepare and plan the monthly company newsletter via email and WordPress, and coordinate related social content requests with the graphic designer

The role may occasionally require a bit of flexibility, such as late customer calls from California. For these exceptions, time off will be provided.

You’ll be the only person in the operations team, working independently while staying well-connected digitally. Your goal is to reduce the Managing Director’s operational workload so they can focus on business growth. You’ll need to be self-motivated and comfortable working without constant back-and-forth. You may also need to provide some personal administration for the Managing Director.

What we’re looking for:
• Exceptional 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
• Good knowledge of tools like Google Workspace and project management platforms
• Ability to work UK hours, with a bit of flexibility

We welcome candidates from traditional EA/PA backgrounds as well as applicants who built similar skills in other ways. Most importantly, we want someone who can create structure and build trust through reliable, consistent work.

Benefits:
• Full-time, fully remote role (UK work authorization required)
• Competitive salary by UK standards: £35,000–£42,000 per year
• 28 days annual leave
• Plus one additional day off per year, up to +5
• A four-day workweek once per month
• Flexible working hours based on collaboration needs
• Team retreats twice a year
• Enhanced parental leave and sick pay
• Strong sustainability commitments, with a goal of B Corp certification by the end of 2025

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

We review applications on an ongoing basis, and interviews are scheduled after the deadline. Take your time—your written answers matter more than your CV.

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

Interviews are conducted via Google Meet with members of the leadership team and the Managing Director. This is also your chance to evaluate us.

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

We want to build an ethical company where everyone can do great work. If that sounds like you, we’d love to hear from you.

How to apply:
Submit your application via the link provided. Decisions about moving forward are based on your form and your CV. If you engage with the role, our expectations, and the value you can bring, it will strengthen your application—use your cover letter to demonstrate this.

Ellipsis is an equal opportunities employer.

Even though we value technology, we want to hear directly from you—not from AI. We screen for AI-generated content and automatically exclude those who use it.

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