Executive Assistant to the CEO

About the role

This is a part-time Executive Assistant position supporting the CEO of Greyparrot. The schedule is 16 to 24 hours per week, distributed across 4 or 5 days rather than compressed into just a couple of long days. The role is mainly remote, with occasional visits to the London office, usually once or twice each month.

The CEO’s current week is overloaded: the calendar is crowded, the inbox is noisy, routine admin is building up, and time spent staying organised is starting to displace higher-value work. Your job is to bring order to that. The CEO’s time should be directed mainly toward customers, investors, partners, sector visibility, and key internal leadership work. Anything outside those priorities should be declined, delegated, grouped together, or reshaped on her behalf.

This is not a basic diary management role. The company needs someone with sound judgement, a strong executive presence, and the confidence to act for the CEO when needed. That includes pushing for agendas before meetings are scheduled, making sure actions are followed through after meetings, and guarding the CEO’s time for work only she can do.

Reporting and working relationships

You will report to the VP of Operations rather than directly to the CEO. This is intentional: the VP Ops manages the company’s operating cadence, can quickly remove blockers in day-to-day work, and helps decide how the CEO’s time should be allocated in real time. The CEO is the main person you support, and your success will be judged by how well her working week functions, but your day-to-day line of support sits with the VP Ops.

You will also work closely with the leadership team, including Finance, Legal, and the wider executive group, whenever their requests, meetings, and priorities involve the CEO. They are partners you coordinate with, not principals you support directly. Your role is to protect access to the CEO’s time, not to become a general assistant to other leaders.

In addition, you may provide light scheduling support to the VP Ops where needed, especially when coordinating leadership calendars for offsites, strategy sessions, and other moments that require the full leadership team together.

Mission

Your purpose is to free the CEO to focus on the work only she can do by owning the calendar, inbox, follow-through, and small administrative tasks that currently get in the way.

Key outcomes

• The CEO’s time is steered toward the highest-impact work.
• Her week is clearly shifted toward commercial and external priorities, such as customers, investors, partners, and sector visibility, while still supporting the internal team.
• Requests that do not support those goals are declined, handed off, grouped, or reworked on her behalf.
• Day-to-day structure is actively managed from start to finish.
• A short, prioritised task list is maintained each day for the CEO.
• Minor tasks are prevented from accumulating by being completed, grouped, or scheduled appropriately.
• Nothing is lost simply because it is small.
• The inbox is actively curated rather than merely monitored.
• Emails are triaged daily so the inbox stays organised, relevant, and stripped of unnecessary noise.
• Messages where the CEO is only copied in are handled without requiring her input wherever possible, with careful handoffs to the right team members instead of simple forwards.
• The CEO should open her inbox to signals, not clutter.
• The calendar is built around energy, focus, and outcomes.
• High-intensity and lower-intensity meetings are spaced intelligently, with focus time and recovery time protected.
• Travel time and route planning are built into the calendar in practical detail, including door-to-door blocks and mapping, rather than assuming meetings can be back-to-back anywhere.
• Recurring meetings are reviewed regularly and removed or redesigned when they no longer add value.
• Every meeting request must justify itself.
• Requests for the CEO’s time must clearly state the purpose, attendees, value, and decision required.
• Meetings without a clear agenda or outcome are pushed back or declined politely on the CEO’s behalf.
• Follow-ups are handled consistently.
• Action items and commitments from the CEO’s meetings are recorded, tracked, and chased until complete.
• Anything the CEO has promised to revisit is not allowed to disappear quietly.
• Events, travel, and speaking engagements are managed end to end.
• Logistics such as flights, accommodation, ground transport, itineraries, and speaker preparation are fully owned.
• Itineraries are prepared in a clear, mobile-friendly format and shared ahead of time.
• Nothing is allowed to fall through the cracks between confirmation and execution.

What success looks like

Within the first 45 days, the CEO’s daily structure should be running smoothly and trusted. The inbox should be triaged every day, every meeting request should include a stated purpose and value before acceptance, and travel and speaking logistics should be handled end to end. Confidence from both the CEO and the wider leadership team should already be building.

By 3 months, the CEO’s schedule should visibly reflect a stronger focus on external, commercial work and internal team support. Follow-ups from meetings should be reliably tracked and chased, small admin should no longer accumulate, and routine requests should be delegated with confidence in your gatekeeping.

By 6 years, the role should be fully indispensable, with the CEO’s week feeling calmer, more deliberate, and more focused on high-impact work. The leadership team should know that anything involving the CEO will be managed reliably.

The practical details

The role is 16 to 24 hours per week, spread across 4 to 5 days. It is mainly remote and UK-based, with occasional in-person work at the London office, typically 1 to 2 days per month. You will report to the VP of Operations, while the CEO remains the main person you support.

About Greyparrot

Greyparrot works on solving the global waste crisis. The world produces 2.1 billion tons of solid waste every year, yet there is effectively no reliable data collection on waste flows. That lack of transparency means there is little accountability: recycling targets are missed, waste is dumped into oceans without clear ownership, recyclables end up in landfill or incineration, and packaging standards remain poor. As a result, recycling rates remain stuck around 10%, and if nothing changes, the plastic stock in the ocean is expected to quadruple by 2040. The issue already costs society $1.5 trillion each year.

The company’s mission is to digitise waste flows and accelerate the circular economy. Its camera systems and AI software are used in recycling plants and waste facilities around the world to measure material flows and generate waste analytics. Greyparrot has built a specialist team to deploy this technology and is continuing to grow.

Additional information

• Applications are reviewed as they come in, and candidates who can start immediately are given priority.
• Only candidates with the right to work in the UK will be considered.
• Screening responses will be checked manually for authenticity. Fully AI-generated answers, or unanswered questions, may lead to automatic rejection. Applicants are expected to respond in their own voice and share genuine personal experience.
• The company states a commitment to building a diverse and representative team and welcomes applicants regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability.