Executive Assistant & Office Manager

What we are building at Conveo

Conveo is the AI research platform enabling fast, affordable, and high-quality consumer / B2B research. Global brands like Unilever, Google, and Orange use our AI video interviewer to generate insights across marketing and product teams.

#1 What problem are we solving, and why is this an important problem to solve

The current/traditional research methods companies rely on are slow, expensive, and superficial. Running great research also requires expertise, which is a blocker to many companies. That directly affects how well companies understand their customers and how well they can serve them. Conveo is the platform that closes this gap by enabling affordable, scaled, and deep insights in days instead of weeks.

#2 The team you will join

You will join an extremely talented team of incredibly passionate, high-energy people. We go the extra mile while having the best time of our lives. Our team has the combination of decades of market research knowledge, incredible engineering ability, and experience building companies.

#3 How we operate

• We truly care about our clients and the problem we solve. That means we humbly go the extra mile every time.

• We work hard, and we have fun.

• To keep our quality bar incredibly high, we want to execute with the smallest possible team.

The Role

Your Impact

As our first Executive Assistant & Office Manager, you’ll be a creative problem-solver and trusted partner to the leadership team. Your day-to-day focus will be partnering closely with our founders — Dieter (CEO) and Hendrik (CRO) — while supporting the broader leadership team as needed.

You’ll help optimize how the company spends its time and attention — bringing clarity, calm, and momentum to a fast-moving environment.

You’ll build strong, trust-based relationships across the company and with external stakeholders (candidates, customers, investors, partners, and vendors). You’ll act as an informed representative in day-to-day interactions, with great judgment and total discretion.

This is a role for someone who enjoys owning the details and improving the system: creating high-quality outputs, anticipating what’s needed next, and making sure the team can stay focused on building, selling, and shipping.

Your Mission

Make leadership time work for the whole company

Your primary day-to-day support is for the founders — Dieter (CEO) and Hendrik (CRO). You own the calendar mechanics, inbox triage, prep, and follow-through that keep decisions crisp and execution unblocked.

• Own and protect leadership calendars: protect deep work, batch shallow work, eliminate meetings that shouldn’t happen, and make sure the meetings that do happen have an agenda, a prep doc, and a clear outcome

• Triage inboxes: surface what truly needs attention, draft replies when appropriate, and make sure nothing important falls through the cracks

• Track action items from leadership meetings and make sure they close
  

Run the office so no one notices the office

The best office management is invisible. Coffee is good, the wifi works, the new hire has a laptop on day one, and Friday lunch shows up without anyone asking.

• Own the Antwerp / London office end-to-end: vendors, suppliers, snacks, equipment, etc.

• Set up and equip the office, including any future moves or expansions

• Be the first point of contact for visitors, candidates on-site, customers stopping by, and the team itself when something needs sorting
  

Make travel, offsites, and visits actually work

We run quarterly team offsites and travel constantly between London, Antwerp, and New York. You make all of that frictionless.

• Plan and book founder and leadership travel: flights, hotels, ground transport, dinners, visa logistics

• Own quarterly team offsites end-to-end: venue, agenda support, travel, food, activities, budget

• Coordinate customer visits, investor visits, and recruiting on-site days
  

Build the culture and moments that keep the team connected

As we scale across offices, the small moments matter: how we onboard, how we celebrate wins, how we stay aligned, and how we make in-office time feel worth it.

• Own team-building and culture moments in the Antwerp / London office: monthly team events, Friday rituals, celebrations, welcome lunches, and “make it feel like Conveo” touches

• Partner with leadership to run high-quality all-hands, town halls, and internal events (venue/logistics, run-of-show, comms, and follow-ups)

• Create lightweight playbooks and templates so events get easier (and better) every time

What We're Looking For

Must-haves

• 3-5+ years supporting senior executives, ideally founders or C-suite at a high-growth startup, scale-up, or fast-paced professional services firm

• Demonstrable track record of owning a calendar, inbox, and travel for someone whose time is genuinely scarce

• Experience using AI tools (Claude, ChatGPT, automations) to compound your own output

• Office management experience: vendor relationships, lease and supplier management, onboarding logistics, event planning

• Excellent written communication in English. You can draft a founder-quality email, Slack message, or briefing doc and the recipient won't know it wasn't written by the founder

• Fluent in modern productivity tooling: Google Workspace, Slack, Notion, calendar tools, expense platforms. Comfortable picking up new tools in a day.

• Based in or willing to relocate to Antwerp. This role is in-office.

Mindset

• High agency, low ego: you see what needs to happen and you make it happen, without waiting to be asked

• Anticipatory: you're already solving the problem before anyone realizes there is one

• Absolutely discreet: you handle sensitive information the way a good lawyer does — quietly, carefully, and without exception

• Calm under pressure: when the day falls apart at 9am you reset it by 10

• Taste: you care about the small details — how the meeting room is set up, how the offsite welcome note reads, what's in the fridge on Monday

• Service-minded but never servile: you treat this as a craft, not as a stepping stone, and you have the confidence to push back on the founders when you should

What Success Looks Like

After 6-12 months

• The founders' calendars are clean, intentional, and protective of their highest-leverage work. They no longer touch logistics.

• The Antwerp /London office is somewhere the team is excited to come to. New hires are fully set up on day one without exception.

• Quarterly offsites and customer visits run end-to-end without leadership being involved in the logistics

• You are one of the most trusted operational hires in the company, and the leadership team can't imagine how they ran without you

Why Join Conveo?

At Conveo, you'll join a team that genuinely enjoys working, and spending time, together. We care about building real relationships, not just great products. That's why we run quarterly team offsites where we disconnect, reset, and have fun.

• Be the first EA hire at a hyper-growth, YC-backed AI company — define the playbook the next ones will follow

• Direct daily partnership with the founders and leadership team

• Work alongside world-class enterprise clients (Unilever, Google, P&G, Orange, and more)

• Hybrid working model with offices in London, Antwerp, and New York

• Competitive compensation with meaningful equity upside

• A culture built on taste, speed, ownership, and ambition