Executive Assistant & Office Manager

About Conveo

Conveo is an innovative AI research platform designed to deliver affordable, rapid, and high-quality consumer and B2B insights, trusted by leading global brands such as Unilever, Google, and Orange. It addresses the shortcomings of conventional research methodologies, which are often slow, costly, and superficial, by enabling companies to capture profound insights within days rather than weeks.

Team and Culture

The team consists of passionate, high-energy professionals combining deep market research expertise, skilled engineering, and proven entrepreneurial experience. They emphasize a client-focused approach, maintaining a high-quality standard through a lean team, and fostering a fun and hardworking work environment.

Role Overview

As the inaugural Executive Assistant & Office Manager, you will act as a creative problem solver and a reliable partner for the leadership team, particularly supporting founders Dieter (CEO) and Hendrik (CRO). Your role is key in streamlining the company's operations, safeguarding the leadership's time, and managing relationships both internally and externally with discretion and sound judgment.

Key Responsibilities

• Manage and protect the leadership team’s schedules by prioritizing deep work, consolidating minor tasks, eliminating unnecessary meetings, and ensuring productive meetings with clear agendas and outcomes.
• Oversee inbox management by prioritizing crucial matters, drafting responses when appropriate, and ensuring nothing important is overlooked.
• Track and follow up on action items from leadership meetings to ensure completion.
• Administer the Antwerp office operations smoothly, including vendor and supplier coordination, equipment and snack management, and onboarding logistics.
• Coordinate travel logistics for founders and leadership, including flights, accommodation, ground transport, visas, and organize quarterly team offsites and visits by customers and investors.
• Foster a cohesive company culture by organizing team-building activities, celebrations, and maintaining rituals that embody Conveo's values.
• Partner with leadership to manage logistics and communication for all-hands meetings, town halls, and internal events; develop playbooks and templates to streamline event planning.

Candidate Requirements

• 3 to 5+ years of experience supporting senior executives, preferably founders or C-suite members at startups, scale-ups, or dynamic professional services firms.
• Proven expertise in calendar ownership, email triage, and comprehensive travel management for high-demand executives.
• Familiarity with AI tools such as Claude and ChatGPT to enhance productivity and automate tasks.
• Experience in office management including managing vendor contracts, lease agreements, onboarding procedures, and event coordination.
• Exceptional written English communication, capable of drafting high-quality emails, messages, and briefing documents indistinguishable from the founders' own work.
• Proficiency with modern productivity software including Google Workspace, Slack, Notion, calendar platforms, and expense management tools, with ability to quickly adapt to new technologies.
• Must be based in or willing to relocate to Antwerp as the position requires onsite presence.

Desired Mindset

• Proactive and self-driven, capable of initiating action without direction.
• Anticipates challenges and resolves issues before they arise.
• Handles confidential information with utmost discretion and professionalism.
• Maintains composure under pressure and can restore order promptly.
• Attention to detail with a keen sense for creating an appealing and efficient environment.
• Approaches the role as a professional craft, confident to provide candid feedback to leadership when necessary.

Success Indicators After 6-12 Months

• Leadership schedules are effectively streamlined, allowing founders to focus exclusively on high-impact activities without logistical distractions.
• The Antwerp office environment is well-maintained, welcoming, and fully prepared for new employees from day one.
• All quarterly offsites, visits, and events are managed end-to-end without requiring leadership intervention in logistics.
• You become an indispensable operational team member, deeply trusted by the leadership.

Why Join Conveo?

• Opportunity to become the first Executive Assistant hire at a fast-growing, YC-backed AI company, helping to establish foundational practices.
• Direct collaboration with founders and senior leadership on a daily basis.
• Exposure to elite enterprise clients including Unilever, Google, P&G, and Orange.
• Hybrid working culture with offices located in London, Antwerp, and New York.
• Competitive salary with significant equity opportunities.
• A company culture founded on values of good taste, rapid execution, ownership, and ambition.