We’re FlatPlan, and we work with media companies to deliver breaking news articles to millions of people on Apple devices. We’re a Software as a Service (SaaS) with a team that works closely with some incredible companies including ITV News, Formula One, Premier League and Apple. We have big plans — to transform how news media reaches readers — and central to those plans is an exceptional Executive Assistant.

As an Executive Assistant, you will play a crucial role in supporting our CEO, our Project Manager and our wider team to help continue the smooth operation of our day-to-day activities. You will work closely with various departments, including support, development, marketing and customer success, to help us achieve our goals.

Opportunity

You will be working closely with our senior team to help shape this role. We work with a small, prestigious group of media companies, helping them reach a wide audience of readers, and you will be central to ensuring the business runs as smoothly as possible.

On any given day you could be gathering requirements for a project with teams at a newspaper, organising a fast-moving response to a breaking news issue, coordinating travel arrangements for our CEO, feeding back on marketing material or sending out a customer newsletter.

You’ll have a great deal of freedom, trust and accountability. We’re a startup and there will be no long approval processes — you are free to take action and think creatively. This freedom goes hand in hand with responsibility.

You’ll be an integral part of our team, becoming the glue between all areas of the business.

Why You Should Apply

We’re a small team of people based mainly in the UK and around Europe, working fully remotely. We’re all working together to build an incredible company that makes a genuine impact to media companies, and we’re having fun doing it.

We’re a supportive team that genuinely cares about each other, sharing team achievements and working closely together to solve problems. You’ll get to know many of our customers well, speaking with teams at world-renowned media companies. We’re growing fast, too, so you’ll learn a lot about a company of this kind and you’ll get plenty of opportunities for personal and professional growth. There are no layers of bureaucracy or work politics – you’ll be speaking directly with everyone from leadership to content marketing to support, and we’re a lovely bunch, if we say so ourselves!

We are flexible on working hours and we’re fine with team members working from wherever they are in the world.

Responsibilities

• Managing the CEO’s calendar, scheduling internal and external meetings
• Coordinating travel arrangements, including booking flights and hotels
• Preparing and organising documents for meetings, such as agendas, reports and presentations
• Handling emails and phone calls
• Conducting research and gathering information to support decision-making
• Aiding our support team by helping to address urgent issues, organising tasks and assist with reporting
• Creating invoices and consolidating costs in Xero
• Reading blogs created by writers, offering feedback and, when approved, adding to the FlatPlan website
• Assisting Alice, our Project Manager, with project planning, execution and monitoring
• Helping publishers with onboarding into the service
• Helping manage our mailing list and sales leads

Must-haves

• Proven experience as an executive assistant or in a similar role
• Excellent organisational and time-management skills
• Strong written and verbal communication skills
• Proficiency with software like Google Docs/Workspace
• Strong sense of initiative with the ability to work independently
• Ability to manage multiple tasks simultaneously
• Attention to detail and problem-solving skills

Nice-to-haves

• Experience with Xero or other bookkeeping tools
• Experience with Webflow or other content management systems
• Experience with Asana or other project management tools
• Familiarity with the digital news publishing industry
• Experience with email marketing and managing sales leads
• Experience with Apple Mac computers

Our Commitment To Diversity, Equity And Inclusion

At FlatPlan, we’re dedicated to building a diverse team that reflects the varied experiences and backgrounds of our customers and the audiences they reach. We believe in fostering an inclusive environment, where every individual feels valued, heard and empowered. All qualified applicants will receive consideration without regard to race, colour, gender, gender identity or expression, sexual orientation, religion, national origin, disability, genetics, background or age. 

We strongly encourage individuals from underrepresented groups to apply.

How To Apply

To apply, please send an email with the subject line ‘Executive Assistant – FlatPlan’ to jobs@flatplan.io. Please include a PDF version of your CV and include the name of three of the brands we work with in the cover email. Attention to detail is key to this role, so we won’t be able to proceed with applications if this step is skipped, unfortunately.

Please mention Journo Resources when you apply, it really helps us out.