Executive Assistant & Office Manager

Executive Assistant & Office Manager

Conveo

Antwerp, Belgium

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 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 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 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.