Executive Assistant

Job title : Executive Assistant

About the Role

• This is the role that protects the founders' attention and makes sure nothing falls through the cracks.
• Paul runs growth, paid media, the website, financing and the numbers. Kanma runs creative direction, product, procurement and supplier relationships. Both of them currently spend hours every week on work that does not need them personally: scheduling, chasing follow-ups, preparing documents, researching suppliers and partners, booking travel, writing first drafts, and remembering what everybody else owes them.
• You will take that work off them. You will run their calendars, hold the follow-up list for the whole founders' office, prepare them for every meeting they walk into, draft the outreach and the documents, and chase the people who owe them answers until the loop is closed.
• This is an execution role with real ownership, and it is deliberately not a junior one. Nobody will hand you a task list every morning. You are expected to see what is coming, prepare for it, and tell the founders what they have forgotten. The best people in this role become the person the whole team asks "what did Paul decide?" before they ask Paul.
• This is not a strategy role, and it is not a management role. You will not make business decisions, negotiate deals, or run a department. You make it possible for the people who do those things to do them well.

What You'll Own

Calendar, Inbox and Meeting Preparation

• Own both founders' calendars: booking, moving, protecting focus blocks, and resolving the clashes before either founder sees them
• Run the week ahead: by Friday, both founders know every meeting they have the following week and what each one is for
• Prepare a short brief before every external meeting: who the person is, what was agreed last time, what we want out of this one, and what we owe them
• Support the founders' inboxes where delegated: triage, draft replies for approval, flag what genuinely needs them, and file the rest
• Capture decisions and actions in every meeting you sit in, and get them into Notion the same day

The Follow-Up Engine

• Hold the master list of everything either founder is waiting on, from whom, and by when
• Chase the team, suppliers, partners and service providers until each loop is actually closed, not just sent
• Track commitments the founders have made to other people, and make sure we deliver on them before we are asked
• Run a short, honest weekly check-in with each founder on what moved, what is stuck, and what they are about to miss
• Escalate early. A missed deadline you flagged on Monday is a problem; one you flagged on Friday is an incident

Outreach and Relationship Coordination

• Maintain the founders' contact and relationship pipelines in Notion: partners, press, stockists, creators, investors and service providers
• Draft personalised first-touch outreach and follow-ups in the ÌTURA voice, for founder approval
• Coordinate first conversations, book them, prepare the founders for them, and follow up afterwards
• Prepare introductions, one-pagers and meeting materials so a founder never walks into a conversation cold

Research, Documents and AI-Assisted Execution

• Run research the founders ask for and research they have not thought to ask for: suppliers, venues, events, partners, competitors, service providers, costs
• Turn that research into a decision-ready document: what the options are, what each costs, what you recommend, and what you need from them
• Prepare proposals, decks, briefing notes and meeting summaries
• Use AI tools properly as a drafting and research accelerator, and check everything before it reaches a founder. You are accountable for what you hand over, not the tool

Travel, Logistics and Personal Admin

• Book and coordinate travel, accommodation, reservations and local logistics for both founders
• Handle the recurring personal admin that competes with founder time: renewals, appointments, deliveries, filings and errands that need a reliable owner
• Keep the founders' files, documents and shared drives organised and findable

What Success Looks Like

• Neither founder is doing their own scheduling, and neither has missed a commitment they were not warned about
• Every external meeting either founder walks into has a brief attached to it
• The follow-up list is live, current and honest, and the team knows you will chase them
• Founders spend their week on decisions, partnerships, creative direction and growth, not on admin
• Research requests come back as decisions to make, not as raw links
• When a founder is travelling or heads-down, the office still runs

Who You'll Work With

You report to Paul, Co-Founder and CEO, and support Kanma, Co-Founder, on equal footing.

You will work closely with:

• Anu, Head of Business Operations, on scheduling, operational alignment and anything that touches the wider team
• Tobi, Procurement Manager, on supplier research, sample logistics and purchase coordination
• Annie, Morolake and Emmanuel on the content team, when founder work touches shoots, ads or the brand calendar
• Jasmine, Talent Assessment Lead, on interview scheduling and candidate logistics