Executive Assistant & Office Manager

Job Description

hackajob is collaborating with Conveo.ai to connect them with exceptional professionals for this role.

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What we are building at Conveo

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Conveo is the AI research platform enabling fast, affordable, and high-quality consumer / B2B research. Global brands like Unilever, Google, and Orange use our AI video interviewer to generate insights across marketing and product teams.

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#1 What problem are we solving, and why is this an important problem to solve

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The current/traditional research methods companies rely on are slow, expensive, and superficial. Running great research also requires expertise, which is a blocker to many companies. That directly affects how well companies understand their customers and how well they can serve them. Conveo is the platform that closes this gap by enabling affordable, scaled, and deep insights in days instead of weeks.

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#2 The team you will join

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You will join an extremely talented team of incredibly passionate, high-energy people. We go the extra mile while having the best time of our lives. Our team has the combination of decades of market research knowledge, incredible engineering ability, and experience building companies.

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#3 How we operate\n

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• \nWe truly care about our clients and the problem we solve. That means we humbly go the extra mile every time.\n

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• \nWe work hard, and we have fun.\n

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• \nTo keep our quality bar incredibly high, we want to execute with the smallest possible team.\n

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The Role
Your Impact

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As our first Executive Assistant & Office Manager, you’ll be a creative problem-solver and trusted partner to the leadership team. Your day-to-day focus will be partnering closely with our founders — Dieter (CEO) and Hendrik (CRO) — while supporting the broader leadership team as needed.

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You’ll help optimize how the company spends its time and attention — bringing clarity, calm, and momentum to a fast-moving environment.

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You’ll build strong, trust-based relationships across the company and with external stakeholders (candidates, customers, investors, partners, and vendors). You’ll act as an informed representative in day-to-day interactions, with great judgment and total discretion.

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This is a role for someone who enjoys owning the details and improving the system: creating high-quality outputs, anticipating what’s needed next, and making sure the team can stay focused on building, selling, and shipping.

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Your Mission
Make leadership time work for the whole company

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Your primary day-to-day support is for the founders — Dieter (CEO) and Hendrik (CRO). You own the calendar mechanics, inbox triage, prep, and follow-through that keep decisions crisp and execution unblocked.

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• \nOwn and protect leadership calendars: protect deep work, batch shallow work, eliminate meetings that shouldn’t happen, and make sure the meetings that do happen have an agenda, a prep doc, and a clear outcome\n

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• \nTriage inboxes: surface what truly needs attention, draft replies when appropriate, and make sure nothing important falls through the cracks\n

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• \nTrack action items from leadership meetings and make sure they close\n

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Run the office so no one notices the office

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The best office management is invisible. Coffee is good, the wifi works, the new hire has a laptop on day one, and Friday lunch shows up without anyone asking.

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• \nOwn the Antwerp office end-to-end: vendors, suppliers, snacks, equipment, etc.\n

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• \nSet up and equip the office, including any future moves or expansions\n

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• \nBe the first point of contact for visitors, candidates on-site, customers stopping by, and the team itself when something needs sorting\n

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Make travel, offsites, and visits actually work

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We run quarterly team offsites and travel constantly between London, Antwerp, and New York. You make all of that frictionless.

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• \nPlan and book founder and leadership travel: flights, hotels, ground transport, dinners, visa logistics\n

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• \nOwn quarterly team offsites end-to-end: venue, agenda support, travel, food, activities, budget\n

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• \nCoordinate customer visits, investor visits, and recruiting on-site days\n

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Build the culture and moments that keep the team connected

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As we scale across offices, the small moments matter: how we onboard, how we celebrate wins, how we stay aligned, and how we make in-office time feel worth it.

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• \nOwn team-building and culture moments in the Antwerp office: monthly team events, Friday rituals, celebrations, welcome lunches, and “make it feel like Conveo” touches\n

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• \nPartner with leadership to run high-quality all-hands, town halls, and internal events (venue/logistics, run-of-show, comms, and follow-ups)\n

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• \nCreate lightweight playbooks and templates so events get easier (and better) every time\n

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What We're Looking For
Must-haves\n

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• \n3-5+ years supporting senior executives, ideally founders or C-suite at a high-growth startup, scale-up, or fast-paced professional services firm\n

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• \nDemonstrable track record of owning a calendar, inbox, and travel for someone whose time is genuinely scarce\n

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• \nExperience using AI tools (Claude, ChatGPT, automations) to compound your own output\n

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• \nOffice management experience: vendor relationships, lease and supplier management, onboarding logistics, event planning\n

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• \nExcellent written communication in English. You can draft a founder-quality email, Slack message, or briefing doc and the recipient won't know it wasn't written by the founder\n

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• \nFluent in modern productivity tooling: Google Workspace, Slack, Notion, calendar tools, expense platforms. Comfortable picking up new tools in a day.\n

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• \nBased in or willing to relocate to Antwerp. This role is in-office.\n

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Mindset\n

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• \nHigh agency, low ego: you see what needs to happen and you make it happen, without waiting to be asked\n

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• \nAnticipatory: you're already solving the problem before anyone realizes there is one\n

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• \nAbsolutely discreet: you handle sensitive information the way a good lawyer does — quietly, carefully, and without exception\n

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• \nCalm under pressure: when the day falls apart at 9am you reset it by 10\n

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• \nTaste: you care about the small details — how the meeting room is set up, how the offsite welcome note reads, what's in the fridge on Monday\n

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• \nService-minded but never servile: you treat this as a craft, not as a stepping stone, and you have the confidence to push back on the founders when you should\n

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What Success Looks Like
After 6-12 months\n

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• \nThe founders' calendars are clean, intentional, and protective of their highest-leverage work. They no longer touch logistics.\n

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• \nThe Antwerp office is somewhere the team is excited to come to. New hires are fully set up on day one without exception.\n

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• \nQuarterly offsites and customer visits run end-to-end without leadership being involved in the logistics\n

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• \nYou are one of the most trusted operational hires in the company, and the leadership team can't imagine how they ran without you\n

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Why Join Conveo?

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At Conveo, you'll join a team that genuinely enjoys working, and spending time, together. We care about building real relationships, not just great products. That's why we run quarterly team offsites where we disconnect, reset, and have fun.

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• \nBe the first EA hire at a hyper-growth, YC-backed AI company — define the playbook the next ones will follow\n

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• \nDirect daily partnership with the founders and leadership team\n

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• \nWork alongside world-class enterprise clients (Unilever, Google, P&G, Orange, and more)\n

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• \nHybrid working model with offices in London, Antwerp, and New York\n

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• \nCompetitive compensation with meaningful equity upside\n

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• \nA culture built on taste, speed, ownership, and ambition\n

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