Executive Assistant
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Job Summary
Global expansion is broken. Without a local entity conversion rates fall costs rise and compliance gets messy. Outpost fixes it.
Outpost is your modular back office for global commerce. Pick only what you need - tax payments treasury or operations - and unlock new markets without the overhead. Sometimes we act as Merchant of Record taking on tax and compliance risk. Other times we give you the tools to do it yourself.
Sell anything anywhere. Without compromise.
Were hiring a second Executive Assistant to support our CEO.
We already have an EA and she isnt going anywhere. Youll report to the CEO and work alongside her: she keeps inbound customer routing and the investor-facing side takes diary travel logistics internal admin and hiring coordination. Youll join to take a defined set of workstreams off that plate.
Roughly 70% of this role is executive support. The other 30% is hiring - and thats where the leverage is. We run a five-stage interview loop across engineering ops product GTM and tax hiring around two people a month. Someone needs to own the machinery: scheduling across five calendars and four countries keeping candidates warm chasing feedback making sure nobody good goes cold because a diary didnt line up.
This is a role for someone early in their career who is unusually organised and wants to learn how a company actually gets built. You wont be handed a finished process. Youll be shown how we do things today and expected to make it better.
Own the CEOs diary and logistics
Run scheduling day to day - booking moving protecting focus time resolving clashes before they become problems
Book and manage international travel and rebuild it when a flight moves
Prepare meeting packs: whos in the room what they want what happened last time
Track and chase the follow-ups nobody wrote down
Do the work he never sees
The highest-value work here is invisible. He shouldnt know it happened - he should just find the day went smoothly
Fix problems before they reach him: the double-booking the missing dial-in the visa that needed renewing
Do the quiet prep - background on a person hes meeting what was agreed last time the numbers checked before a deck goes out
Anticipate. If a trip is booked the transfer the dinner and the buffer around the flight are already handled
The fewer questions he has to ask you the better youre doing the job
Own hiring coordination
Run scheduling across the full interview loop - five stages multiple interviewers several time zones
Keep the pipeline clean: trackers interview feedback stage-by-stage conversion
Build target lists for open roles and help manage outreach
Be the candidates point of contact - fast warm human. How we treat candidates is how were judged
Coordinate offers references contracts start dates and new-hire onboarding logistics
Keep the company running
Support board and investor prep alongside the CEO Chief of Staff and our senior EA
Help run internal comms: all-hands offsites company updates
Manage supplier tooling and expense admin so nobody else has to think about it
Spot the recurring problem and fix it permanently rather than solving it again next week
Rebuild a full week of CEO travel in an afternoon after a fundraising meeting moves
Take time-to-offer from three weeks to ten days by fixing scheduling and feedback bottlenecks
Build the candidate tracker that shows conversion at every interview stage and run it weekly
Own the logistics for a board meeting: pre-reads agenda materials follow-ups
Organise a company offsite for a team split across London Amsterdam and beyond
Write down how you do your job so the next person can pick it up in a week
Ideal background:
13 years in an EA team assistant recruiting coordinator or ops support role - ideally at a startup or fast-growing tech / fintech company
Any recruiting coordination exposure is a plus but well teach it if youre quick
Comfortable in a company without much process because youve worked in one before
Fluent with modern tooling (Notion Slack Linear ATS scheduling tools and AI) and quick to pick up new ones
Excellent written English. Youll write on the CEOs behalf
Signals we care about:
Ridiculous bias for action - you solve not observe
Extremely organised and visibly so. Nothing gets dropped nothing needs chasing twice
Strong EQ - you know how to read a room a candidate or a blocker
Sound judgement - you know what to decide yourself and what to escalate and you sit on neither
Discreet. Youll see comp term sheets and candidate conversations before most of the team
Curious and resourceful - you can figure anything out
You improve what you touch. The second time you do something it should be faster than the first
What this role is not:
Not a diary-only role - youll own hiring onboarding and internal operations too
Not a pure recruiter role - hiring is a third of the job not the whole of it
Not a role for someone who needs defined processes and hierarchy to be effective
Not a stepping stone you can coast through. The exposure is real and so is the pace
Most assistant roles are about keeping someone elses life tidy. This one is about making a company move faster.
Youll own hiring coordination which at our stage is one of the highest-leverage things we do the people you help bring in will shape what Outpost becomes. And youll get a front-row view of a Series A fintech being built with two people above you invested in teaching you how it works.
We expect whoever is in this role to grow rapidly and well back you every step of the way.
Our team were leaders at Revolut Airwallex Adyen Sumup and Wayflyer - and were backed by top-tier investors who have built or backed some of the worlds leading fintechs.
Equity and salary in a well-funded startup
Ability to own your work and move fast
World-class training from operators whove scaled globally
A global mission with real impact
Low politics high output
Chance to grow into a senior role fast
A culture of builders not talkers
Learn more
Required Experience:
IC
