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. Both the role and the company are fully remote.

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

As our Executive Assistant, you’ll build systems that protect focused work across our rapidly growing remote team. Your responsibility is to manage the constant flow of information and operations so the Managing Director can concentrate on strategic work—your support is what makes this possible.

We’re looking for someone who genuinely enjoys delivering outstanding support. You’ll solve the operational challenges that keep a remote company running, take ownership of important processes, and find ways to improve them. Your careful work in finance, team coordination, and meeting organisation will strengthen the entire organisation.

At Ellipsis, Deep Work is a core value in a constantly connected world. You’ll help balance urgent client demands, long‑term strategy, and uninterrupted focus time. Managing these competing priorities well will be central to your role.

This job rewards reliable, consistent work and a thoughtful approach to improving systems. As trust builds, you’ll have a hand in shaping how our operations run. Show us how you’ve enabled others to 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: collaboration, deep focus, team retreats, and a supportive culture where everyone can excel.

Although our team is globally spread out, we collaborate during GMT/UTC hours. We also meet in person for retreats and conferences.

Our SEO content service, Content Growth, delivers monthly SEO‑optimised articles built on a strategy designed for strong results. We handle everything: strategy, AI‑assisted keyword research (with our FALCON AI), briefs, writing, publishing, promotion, link building, ranking, and troubleshooting. The Content team oversees production, while the SEO team handles technical elements.

Ellipsis is expanding quickly. We deliver exceptional work and are building something meaningful. It’s an exciting moment to join us.

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

Remote work relies on trust, and that’s especially true for this position. Over time, you’ll take ownership of key responsibilities:

Finance, HR, and Operations:
• Handle daily financial admin including expenses, draft payments, invoicing, and record‑keeping
• Manage client invoicing and payments
• Work with external accountants on reporting, payroll, and pensions
• Manage compliance paperwork and occasional team finance queries
• Support hiring by posting roles, reviewing applicants, and initial screening

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

Sales and Marketing Admin:
• Assemble proposals and contracts using templates, ensuring accuracy on tight deadlines
• Write follow‑up sales emails
• Prepare quotes proactively based on past project data
• Make sure follow‑ups happen on time and coordinate with relevant teams

Email Management:
• Keep the MD’s inbox organised and draft or send replies when suitable
• Triage messages and summarise key information for quick decisions
• Build templates and systems for recurring types of communication

Travel:
• Plan twice‑yearly team meetups for 20+ people, including research, budgets, travel, venues, and activities
• Manage logistics and make sure events run smoothly
• Support Leadership team travel for conferences, often involving multiple cities

Special Projects:
• Help the MD with varied tasks that require initiative and follow‑through rather than set processes
• Lead B Corp‑related work by coordinating policy updates, delegating tasks, and tracking deadlines
• Prepare and schedule the monthly company newsletter for email and WordPress, and coordinate related social content with the Graphic Designer

The role includes some flexibility for occasional late‑day calls with clients in California. Time off in lieu is provided.

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

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

We welcome candidates with traditional EA/PA backgrounds as well as those who have built similar skills in other ways. What matters most is your ability to create structure and build trust through consistent, reliable work.

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

The 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 held 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 are held on Google Meet with Leadership team members and the MD. It’s also your chance to evaluate us.

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

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

How to apply:
Submit your application using the link provided. Decisions on who progresses 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 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 hear from us after the deadline.