Executive Assistant

Job summary
Permanent contract
Salary: Not specified
No remote work
Skills & expertise
Generated content
Communication skills
Problem-solving skills


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The position

Job description

Company Mission

Payhawk is the leading global spend management solution for scaling businesses. Headquartered in London and combining company cards, reimbursable expenses and accounts payable into a single product; its future-facing technology enables finance teams to control and automate company spending at scale.

The Payhawk customer base includes fast-growing and mature multinational companies in 32 countries including LuxAir, Gtmhub, and Wagestream. With offices in New York, London, Berlin, Barcelona, Paris, Amsterdam and Sofia; Payhawk is backed by renowned investors such as Lightspeed Venture Partners, Greenoaks, QED Investors, Earlybird Digital East, and Eleven Ventures.

Our values include supporting flat hierarchies, taking ownership and responsibility, seeking and providing feedback, managing constructive critique, and speaking our minds. We understand that the best ideas don’t all come from the same place, so we encourage diversity and inclusion in all areas of our work.

The future of fintech is about more than money, and we believe in work-life balance, continual learning, and empowered teams. We’re also on a journey to improve our environmental and social impact and become B Corp certified. From virtual cards to digital subscriptions, our software and automation help take paper out of the equation for our customers, too.

We’re changing the world of payments, and we’re looking for an exceptional team to help us.

About the Role

We are looking for an Executive Assistant to add key support to our company’s CEO.

Core areas of responsibility will include managing calendars, making travel arrangements, and varied ad-hoc tasks. This role is well suited to an individual who is well-organized, has great time management skills and works with a high level of intuition and minimal guidance. Ultimately, you will contribute to the efficiency and success of Payhawk, by providing personalised and timely support to the CEO.


  • Strategic Information Management: Ensure timely and accurate management of information flow, enabling the CEO to make informed decisions.
  • Comprehensive Calendar Management: Oversee and coordinate the CEO's calendar, including scheduling and prioritizing meetings, ensuring efficient time management.
  • Travel and Logistics Coordination: Arrange travel and accommodation plans, ensuring seamless and cost-effective logistics for the CEO's business trips.
  • Document Preparation and Analysis: Prepare high-quality Word, Excel, and PowerPoint presentations, agendas, reports, and special project documents that support organizational goals.
  • High-Paced Environment Adaptability: Thrive in a dynamic, fast-paced environment, taking on additional duties and special projects as assigned by the CEO.
  • Administrative Support: Handle general administrative tasks with a focus on enhancing office productivity and efficiency.
  • Stakeholder Communication: Serve as a liaison between the CEO and internal/external stakeholders, ensuring clear and professional communication.
  • Cross-Functional Coordination: Act as a bridge between the CEO and various departments, ensuring cohesive communication and collaboration across the organization.
  • Event Planning and Management: Organize and coordinate company events, meetings, and conferences, ensuring all logistical aspects are meticulously handled.
  • Cultural Ambassador: Help to foster a positive organizational culture by organizing team-building activities, managing employee engagement initiatives, and serving as a role model for company values.
  • Talent Management Support: Assist the people team, including executive recruitment, onboarding, and retention strategies, working closely with People and Talent Acquisition functions.
  • Comprehensive Schedule Coordination: Ensure a balanced and well-managed schedule that aligns with both professional and personal commitments of the CEO.Personal
  • Commitments Management: Up to 20% of the time the Executive Assistant will also manage and deal with personal commitments and errands.


  • Professional Experience: Proven work experience as an Executive Assistant, Personal Assistant, or similar role in a fast-paced business environment.
  • Technical Proficiency: Advanced knowledge of MS Office (Word, Excel, PowerPoint) and familiarity with office gadgets and applications (e.g., e-calendars, communication tools).
  • Organizational Excellence: Exceptional organizational and time management skills, with a keen attention to detail and the ability to multitask effectively.
  • Communication Skills: Superior verbal and written communication skills, capable of interacting confidently and professionally with individuals at all levels.
  • Discretion and Integrity: High level of discretion and confidentiality in handling sensitive information.
  • Commitment to Excellence: Consistent dedication to performing duties at the highest standard, demonstrating a proactive and solutions-oriented approach.
  • Professionalism and Poise: Ability to maintain a composed and professional demeanor under pressure, exhibiting strong interpersonal skills.
  • Strategic Mindset: Understanding of business priorities and the ability to align administrative support with the CEO's strategic objectives.
  • Problem-Solving Ability: Strong analytical skills with the capacity to anticipate issues, troubleshoot problems, and implement effective solutions.
  • Adaptability: Flexibility to adapt to changing priorities and business needs, maintaining a high level of productivity.

Company Benefits

  • 30 days holiday paid leave.
  • Competitive compensation package.
  • One week exchange policy to another Payhawk office (London, Berlin, Barcelona, Amsterdam, Paris).
  • Flexible working hours and opportunity to work from home.
  • Regular team-wide events.
  • Additional Medical care.
  • Company office massages.
  • Opportunity to use the Payhawk product.

Payhawk is an Equal Employment Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status.

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