Executive Assistant & Office Manager (Climate Tech) at CarbonChain in London, UK

Job description

• We help the world's largest commodity producers and traders measure and cut emissions, with verified primary data where we can get it and defensible defaults where we cannot. The platform turns operational and supplier files into decision-grade carbon and compliance insight: sourcing, CBAM, product and corporate footprints, reporting customers and regulators will stand behind.
• We organise carbon accounting around the user in four contexts at once:
• Immediate: the tools in front of them
• Internal: how they work with colleagues
• External: how they work with suppliers and customers
• Societal: how they work with society, governments, and disclosing bodies
• The data we hold is only useful if it makes all four of those jobs easier.
• We're hiring an Executive Assistant & Office Manager to run point on two things that shape how CarbonChain works day to day: keeping our leadership's time protected and well used, and making our Camden office somewhere the team wants to be. Reporting to the Head of Operations, you'll split your time between being a right hand to our C-level leadership and making our Camden office run well.
• This is a brand-new role at CarbonChain, and that's the interesting part: there's no handover, no inherited process, no "this is how it's always been done." You'll define what excellent executive and office support looks like here. When you define the role, expect to use AI daily to draft, schedule, triage, so the job asks more of your judgement and less of your time on admin. That's a deliberate trade we've built into how this role works to align with our wider company’s direction.

Responsibilities

• Executive support
• Our leadership travels often and keeps a full diary. Own making that manageable: sharp calendar judgement, end-to-end travel coordination (itineraries, accommodation, contingency plans), and the instinct to protect their time without being asked.
• Support inbox management, correspondence, and follow-ups, and act as a reliable point of contact between leadership and internal or external partners.
• Handle expense reporting and reconciliation accurately and on time.
• Prepare and coordinate materials for leadership, board, or all-hands meetings: agendas, pre-reads, minutes, and follow-up on action items.
• Track action items, deadlines, and workflows across ongoing projects, so nothing falls through when priorities shift.
• Spot friction before it becomes a problem, and fix the process behind it, not just the one instance.
• Handle confidential and sensitive information with discretion, as standard.
• Workplace experience and culture
• Serve as the primary point of contact for our Camden office: employees and guests, with a warm and professional welcome.
• Make our Camden office a place people want to come into: weekly catering, a stocked snacks section, and the everyday moments that build a team.
• Run our offsites. Keep the leadership team's workshops and room bookings sorted so their time together isn't wasted on logistics.
• Support internal communications and culture initiatives, and look for opportunities to improve the day-to-day experience of the office.
• Office operations and administration
• Own the day-to-day running of the office: supplies, equipment, and the space itself, so it's always functional, tidy, and well stocked.
• Maintain basic office administration: mail, deliveries, and correspondence.
• Own new team member onboarding and offboarding end-to-end. A new starter's first week should feel looked after, and someone leaving should have the smoothest farewell.
• Build and maintain our SOPs in Notion, so how CarbonChain actually works lives somewhere real, not in one person's head.

Requirements

• 5+ years of experience in an EA, office management, workplace experience, or operations role.
• Strong judgement: you can tell what's urgent, what can wait, and what needs to be escalated, without needing to be told, and you're comfortable with ambiguity rather than waiting for step-by-step direction.
• You already use AI tools, e.g. Claude or scheduling agents, as part of how you work. You are comfortable using AI day to day to move faster on the transactional tasks, so you can spend your own time on what actually needs a human - judgement, prioritisation, and reading the room.
• Excellent written and verbal communication, comfortable with executives, colleagues, and external partners alike.
• Discretion and maturity with confidential information.
• A proactive mindset: you spot what's needed before it's asked for, and you deal with the cause rather than just the symptom.
• Care about culture and the small details that make an office a good place to work
• Experience in a high-growth start-up, scale-up, or another fast-paced professional environment.
• Exposure to budgeting, vendor negotiation, or basic bookkeeping.
• Experience supporting a founder or C-level executive directly.

Skills

Required

• Strong judgement
• Comfortable with ambiguity
• Proactive mindset
• Attention to detail
• Organizational skills
• Calendar management
• Travel coordination
• Expense reporting
• Meeting coordination
• Office administration
• Onboarding/offboarding
• SOP documentation (Notion)

Preferred

• Budgeting
• Vendor negotiation
• Basic bookkeeping
• Experience supporting C-level executives

Benefits

• Meaningful impact and accelerated growth
• This is a rare opportunity to work on technology that directly addresses the climate crisis while shaping the future of a fast-growing company. You'll have significant influence over our company’s direction.
• You'll tackle diverse challenges, work across the full stack of problems and own meaningful projects from start to finish. If you want to learn quickly, take on real responsibility, and see the direct results of your work, this is the place to do it.
• 28 days annual leave
• £500 home office setup allowance
• £2,000 annual learning allowance
• Private healthcare
• Company pension incl. salary sacrifice options
• Generous parental leave policy
• Weekly team lunches in the office
• Office gym, and cycle to work scheme
• Remote work contribution of £1,000 towards expenses for 1-week abroad