Executive Assistant & Office Manager

About the Company

Conveo is an AI-powered research platform that helps companies run consumer and B2B research quickly, affordably, and at high quality. Its AI video interviewer is used by major global brands, including Unilever, Google, Orange, and P&G, to gather insights for marketing and product decisions.

The company is solving a long-standing problem in traditional research: it can be slow, costly, and too shallow, while also requiring specialist expertise that many businesses do not have. Conveo shortens that cycle by delivering deep, scalable insights in days rather than weeks.

You will be joining a high-energy, highly capable team with strong market research knowledge, deep engineering expertise, and startup-building experience. The company culture emphasizes client focus, hard work, enjoyment, and keeping the team lean while maintaining a very high quality bar.

Role Overview

As the first Executive Assistant & Office Manager, you will act as a trusted partner to the leadership team and a practical problem-solver across day-to-day operations. Most of your close collaboration will be with the founders, Dieter (CEO) and Hendrik (CRO), while also supporting other leaders when needed.

The role is designed for someone who can create clarity in a fast-paced environment, manage details with care, and help the leadership team stay focused on building, selling, and delivering. You will also represent the company thoughtfully with candidates, customers, investors, partners, vendors, and other external contacts.

Key Responsibilities

• Manage leadership calendars so that deep work is protected, low-value meetings are reduced, and every important meeting has the right preparation and outcome.
• Handle inbox triage for founders and leadership, identifying what needs attention, drafting replies when useful, and preventing important items from being missed.
• Keep track of follow-up items from leadership discussions and ensure actions are completed.
• Run the Antwerp office from end to end, including vendors, suppliers, snacks, equipment, and general office needs.
• Set up the office and support any future office moves or expansions.
• Serve as the first contact for visitors, on-site candidates, customers, and team members needing help.
• Organize founder and leadership travel, including flights, hotels, ground transportation, dinners, and visa coordination.
• Coordinate quarterly offsites and manage venue planning, travel, food, activities, agendas, and budgets.
• Arrange customer visits, investor visits, and on-site recruiting days.
• Plan office-based culture moments such as team events, Friday rituals, celebrations, welcome lunches, and other details that make the workspace feel distinctive.
• Support all-hands meetings, town halls, and internal events with logistics, communications, run-of-show planning, and follow-up.
• Create simple playbooks and templates that make recurring events easier and higher quality over time.

Requirements

• At least 3-5 years of experience supporting senior executives, ideally founders or C-suite leaders in a fast-growing startup, scale-up, or busy professional services environment.
• Proven ability to manage calendars, inboxes, and travel for senior leaders with limited availability.
• Hands-on experience using AI tools such as Claude, ChatGPT, and automations to improve productivity.
• Background in office management, including vendor coordination, lease and supplier handling, onboarding logistics, and event planning.
• Strong written English communication skills with the ability to produce polished emails, Slack messages, and briefing notes.
• Comfort using modern productivity tools such as Google Workspace, Slack, Notion, calendar systems, and expense software.
• Ability to learn new tools quickly.
• Must be based in Antwerp or willing to relocate there, as this is an in-office role.
• High agency and a proactive approach to solving problems without waiting for direction.
• Ability to anticipate needs and resolve issues before they become visible.
• Strong discretion when handling sensitive information.
• Calmness under pressure and the ability to reset quickly when plans change.
• Strong attention to detail and an appreciation for high-quality execution.
• A service-oriented mindset, along with the confidence to challenge founders when needed.

Culture and Working Style

• The team values hard work, strong client focus, and going the extra mile.
• The company prefers to operate with a small, highly effective team.
• You are expected to bring taste, ownership, speed, and ambition to the role.

Success in the Role

• Within 6-12 months, the founders’ calendars should be well structured and protected from unnecessary logistics.
• The Antwerp office should feel welcoming and fully ready for new hires on day one.
• Offsites and customer visits should run smoothly without constant leadership involvement.
• You should become one of the most trusted operational team members in the business.

Why Join

• Be the first EA hire in a fast-growing, YC-backed AI company and help shape the playbook for future hires.
• Work closely with the founders and wider leadership team every day.
• Collaborate with well-known enterprise customers such as Unilever, Google, P&G, Orange, and others.
• Enjoy a working model that includes offices in London, Antwerp, and New York.
• Receive competitive pay with meaningful equity upside.
• Join a team culture built around taste, speed, ownership, and ambition.