Personal Assistant to CEO/Co-Founder

PERSONAL ASSISTANT to CEO/CO-FOUNDER

Location: London / Shoreditch

Reporting to: Chief Executive Officer & Co-Founder of FlightStory

Full-time: 5 days a week in office

ABOUT THE ROLE

As Personal Assistant at FlightStory, you will provide essential day-to-day support to the CEO and wider leadership team, helping the office run smoothly and efficiently.

This is a hands-on support role where you'll assist with diary management, travel bookings, meeting coordination, and general administration. You'll work closely with the C-suite and Exec operations team and play an important part in keeping things organised and on track.

We're looking for someone who is organised, reliable, and enthusiastic, someone who enjoys being helpful, picks things up quickly, and is comfortable working in a busy, fast-moving environment. You'll interact with people across the business on a daily basis, so being personable and professional is key.

WHAT YOU'LL BE DOING

• Manage and maintain the CEO's calendar, scheduling meetings, resolving clashes, and ensuring the diary runs smoothly day to day.

• Act as a first point of contact for internal and external queries, directing requests to the right people and responding in a timely, professional manner.

• Support meeting preparation by gathering relevant documents, printing materials, preparing agendas, and circulating notes and action points afterwards.

• Help draft, proofread, and format documents, presentations, and correspondence as needed.

• Book and coordinate travel arrangements including flights, hotels, transport, and itineraries, handling any last-minute changes as they come up.

• Assist with organising team meetings, events, and offsites - helping with logistics, room bookings, catering, and materials.

• Keep on top of to-do lists, deadlines, and follow-ups, flagging anything that needs attention and helping to keep things moving.

• Handle confidential information and sensitive documents with care and discretion at all times.

• Provide general administrative support across the team and ad hoc tasks as they arise.

• Work alongside the People/Culture team to help maintain a well-organised, welcoming office environment.

• Oversee personal logistics with care and confidentiality, enabling the executives’ personal worlds to run smoothly and sustainably alongside demanding professional commitments.

IDEAL CANDIDATE

• 2-3 years' experience in an administrative or personal assistant role, ideally in a fast-paced or creative environment. Graduates with strong internship experience are also welcome to apply.

• Well-organised with good attention to detail, able to juggle multiple tasks and stay on top of competing priorities.

• A clear and confident communicator, comfortable speaking with people at all levels and putting things in writing.

• Familiar with everyday office tools such as Google Workspace (Gmail, Calendar, Docs), Slack.

• A natural problem-solver who is happy to use their initiative and figure things out independently.

• Positive, proactive attitude, willing to muck in, ask questions, and go the extra mile when needed.

• Trustworthy and discreet when handling private or sensitive information.

• Calm and adaptable when plans change at short notice.

• Genuinely interested in learning and growing within a supportive, high-energy team.

• Highly organised with exceptional attention to detail, able to manage competing priorities, multitask effectively.

• An outstanding communicator with strong interpersonal skills, capable of building trusted relationships across all levels while maintaining the highest degree of professionalism and confidentiality.

• Proactive by nature - anticipates needs, thinks several steps ahead, and takes initiative without requiring close direction.

• Emotionally intelligent, calm under pressure, and confident managing upwards with maturity and discretion, including supporting both professional and personal domains when required.

• Takes pride in creating clarity, structure, and leverage for the leaders they support, enabling others to perform at their best.

LOCATION

Shoreditch, London : We are an in-person-first culture and believe in fostering a vibrant and work environment centred around connection and community.