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Senior Executive Assistant
London, United Kingdom
About us
PhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software.
We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries. By enabling high-fidelity, multi-physics simulation through AI inference across the entire engineering lifecycle, PhysicsX unlocks new levels of optimization and automation in design, manufacturing, and operations — empowering engineers to push the boundaries of possibility. Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive.
As we continue to grow, we’re looking for an exceptional Senior Executive Assistant to support our CEO and shape how we operate at the most strategic level, while also playing a team lead role across our growing EA function. This is an opportunity to work at the heart of the business - enabling the CEO to focus on scaling the company and driving impact at the highest level.
The Role
As Senior Executive Assistant to the CEO, you will be a trusted partner, ensuring the CEO’s time and energy are aligned with the company’s highest priorities. You’ll manage his schedule and communications with precision, anticipate and solve problems before they arise, and enable smooth execution across a wide range of internal and external engagements.
In addition to supporting the CEO, you’ll also act as team lead for our global Executive Assistant team, providing support, sharing best practices, and contributing to the growth and development of the team. This is a role for someone who thrives in a fast-paced environment, brings structure and foresight to complex workflows, and has a genuine interest in helping
Executive Support (CEO)
- Manage the CEO’s rapidly changing calendar and priorities strategically, ensuring time is used effectively and roadblocks are proactively addressed.
- Own and manage the CEO’s inbox — triaging, prioritising, and ensuring clarity and timely responses on the most important matters.
- Stay fully embedded in the flow of the CEO’s priorities — staying on top of what his teams are working on, sitting in on key meetings for context, and following up on actions.
- Coordinate complex scheduling, travel, and meeting logistics, often across multiple time zones and with senior external stakeholders.
- Liaise confidently with internal teams, customers, board members, and investors on behalf of the CEO.
- Lead planning and delivery of leadership offsites, board meetings, and other key events.
- Prepare and manage documentation including NDAs, briefing materials, and follow-ups from meetings.
- Monitor and communicate across multiple channels (email, Slack, WhatsApp, verbal) with clarity and professionalism.
- Maintain the highest levels of confidentiality, discretion, and sound judgement.
- Provide cover for other EAs in the UK and US when needed.
- Lighter diary support to the COO
Team Leadership (EA Function)
- Act as team lead for the EA group, offering support, guidance, and mentorship to other Executive Assistants.
- Share tools, workflows, and best practices to build consistency and quality across the function.
- Anticipate operational challenges and identify opportunities to improve how the executive team operates.
- Provide regular feedback and identify opportunities for growth and development across the EA team.
- Support hiring, onboarding, and coordination within the EA function as the team grows.
- Champion the adoption of efficiency tools (including AI-powered tools, Calendly, and others) to streamline workflows across the EA function and the wider company.
What you'll bring
- Minimum 3 years’ experience supporting senior leadership, ideally at C-level, in a dynamic, fast-paced environment.
- A proactive, strategic mindset — able to anticipate and plan ahead for the CEO’s evolving priorities.
- Demonstrated ability to manage others or lead by influence, with experience improving team operations, coaching colleagues, or shaping team culture.
- Outstanding organisational skills and attention to detail, with strong written and verbal communication.
- Ability to remain calm, focused, and solutions-oriented under pressure.
- Comfortable working across multiple communication platforms (Outlook, Slack, WhatsApp, Zoom/Teams).
- High discretion and emotional intelligence, able to navigate sensitive or confidential matters with care.
- Flexible and adaptable, comfortable with shifting priorities in a growing organisation.
- Enjoys working with diverse personalities, building relationships, and contributing to a social, inclusive team environment.
- Experience working across time zones and within international organisations is a plus.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Notion, with interest in adopting AI and efficiency tools to improve ways of working.
What we offer
- Equity options – share in our success and growth.
- 10% employer pension contribution – invest in your future.
- Free office lunches – great food to fuel your workdays.
- Enhanced parental leave – support for life’s biggest milestones.
- Private healthcare – comprehensive coverage
- Personal development – access learning and training to help you grow.
We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics.
We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation. This information is confidential, used only in aggregate form, and will not influence the outcome of your application.
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