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About Pencil

Pencil is building an advertising technology platform that uses generative AI to transform how content is created. The company’s aim is to make AI a standard tool in advertising while continuing to value and support creative professionals. It also wants its technology to be useful not only for major brands, but for small businesses and independent creators as well.

Role overview

As Executive Assistant supporting three C-suite leaders, you will be the organised force that keeps their day running smoothly. This role sits in a fast-moving, creatively driven environment where you will manage communications, calendars, and coordination with calm precision. The focus is on staying ahead of priorities, removing friction, and helping leadership stay focused on strategic work.

Location requirement

To be considered, you must be located in Europe or the United Kingdom.

Key responsibilities

Take ownership of senior leaders’ inboxes by sorting, prioritising, drafting replies in the right tone, escalating important items, and making sure nothing is left unanswered.
Coordinate complex calendars across multiple time zones and organise internal and external meetings, travel, and related logistics.
Stay ahead of upcoming needs by gathering documents, preparing agendas, and surfacing action points in advance.
Attend leadership meetings, capture clear notes, track next steps, and follow through until tasks are completed.
Write polished emails, internal updates, and meeting summaries that match the company’s professional, creative, high-performance voice.
Provide flexible support on special projects and cross-functional coordination as needed.

Candidate profile

You should bring at least 5 years of experience assisting C-level or senior executives in a remote-first, high-pressure tech, marketing, or creative setting.
You need strong command of calendar tools, Google Workspace, and live inbox handling.
You should be an excellent communicator in both written and spoken form, with the ability to mirror a consistent brand tone.
You must be highly organised, practical, and able to prioritise effectively while balancing routine work and strategic requests.
You should be discreet, self-starting, adaptable, and comfortable handling confidential information and changing priorities.
Experience working across multiple time zones, especially across Europe, the Americas, and Asia, is preferred.
You should be comfortable adopting new tools quickly and solving problems with confidence.

Benefits

25 days of paid time off plus public holidays, with a flexible time off approach in practice.
Private health insurance / medical coverage.
A monthly allowance for wellness, fitness, and learning and development.
Remote working from anywhere within your home country.
Improved parental leave for birth, adoption, or surrogacy.
Access to the company office in The Shard, London.
WeWork all-access membership.
Flexible working hours.

Executive Assistant