Executive Assistant to Founder (ULTRA)
Cardiff (Hybrid)
£30,000 – £33,000
ULTRA is a 5-year-old, growing business that runs monthly peer group meetings for successful CEOs and Managing Directors across the UK.
Our group chairs include leaders such as the former Managing Director of Sony UK and the former Head of the British Army. Members range from CEOs of established businesses to experienced entrepreneurs.
This role offers a unique opportunity to work closely alongside senior business leaders and gain exposure to high-level conversations — while playing a key role in ensuring everything runs smoothly behind the scenes.
It is best suited to someone who takes pride in structure, organisation, and consistency, and enjoys being the person who makes things work properly.
ULTRA currently runs approximately 10 in-person meetings per month in private dining rooms, alongside ongoing member communication and administration. This role is central to delivering a high-quality, professional experience.
The Role
This is a hands-on Executive Assistant position with a strong focus on organisation, coordination, and follow-through.
You will be responsible for ensuring that meetings are prepared properly, run smoothly, and are followed up effectively – allowing the founder to focus on leading sessions and growing the business.
This is not an events management or creative role. It is best suited to someone who enjoys being highly organised, detail-driven, and reliable.
Key Responsibilities
Meetings & Core Admin
- Preparing agendas, documents, and attendee coordination for monthly meetings
- Attending approximately 10 peer group meetings per month, primarily in Cardiff and surrounding areas, with occasional travel further afield
- Taking clear, structured notes during sessions
- Producing concise written summaries and action points
- Managing post-meeting follow-ups and tracking outcomes
Organisation & Coordination
- Managing inboxes, scheduling, and diary coordination
- Liaising with venues to confirm bookings and requirements
- Handling meeting logistics (including refreshments and setup)
- Maintaining accurate member records and internal systems
- Chasing outstanding actions, payments, and responses
Founder Support
- Preparing briefing notes ahead of meetings
- Ensuring priorities are organised and visible
- Reducing day-to-day admin load on the founder
- Acting as a reliable point of coordination across the business
- Anticipating needs and ensuring nothing is missed
Additional Support (Secondary)
As the business grows, there may be opportunities to support with:
- Light marketing coordination (e.g. LinkedIn scheduling, content uploads)
- Member communications
- Improving internal systems and processes
What We’re Looking For
- Experience in a PA, EA, or senior administrative role
- Highly organised and detail-oriented
- Reliable and consistent – someone who follows things through properly
- Strong written communication (especially for note-taking and summaries)
- Confident, friendly and professional around senior business leaders
- Able to manage multiple tasks calmly and efficiently
- Proactive, but comfortable working within a structured role
- Comfortable supporting the smooth running of occasional larger member events
- Some flexibility required around meeting times, including occasional early starts or later finishes
Important
This role involves a level of repetition and consistency.
It is not suited to someone seeking a fast-changing, creative, or event-led role.
Requirements
- Based within commuting distance of Cardiff
- Full UK driving licence and access to a car
Why ULTRA?
- Work directly with a founder and gain exposure to senior business leaders
- Play a key role in delivering a premium experience
- Stable, long-term role with clear responsibility
- Scope to grow into additional responsibilities over time
- If you enjoy being organised, dependable, and ensuring everything runs smoothly — this role will suit you well.
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