Executive Assistant to Founder (ULTRA)

Executive Assistant to Founder

ULTRA — Cardiff (Hybrid)

£30,000–£33,000 | Full-time, permanent

ULTRA is a growing, six-year-old membership business running professionally facilitated peer-group meetings for successful CEOs, Managing Directors and business owners.

Our Group Chairs include leaders such as the former Managing Director of Sony UK and the former Head of the British Army. Our Members range from CEOs of established businesses to experienced entrepreneurs.

This is a unique opportunity to work closely with a founder and some highly accomplished business leaders while taking responsibility for the organisation, administration and follow-through that keep ULTRA running smoothly.

ULTRA currently delivers approximately ten in-person meetings each month across Cardiff, Bristol, Swansea, Cheltenham and London, alongside ongoing Member communication and administration.

The Role

This is first and foremost a hands-on Executive Assistant position, combining direct support for the Founder with responsibility for Member operations and meeting delivery.

You will ensure meetings are properly prepared, run professionally and followed up promptly—allowing the Founder to concentrate on developing Members and growing the business.

The role is best suited to someone who takes genuine satisfaction from structure, accuracy, consistency and ensuring that nothing is overlooked.

Key Responsibilities

Meeting Delivery and Member Experience

• Preparing agendas, documents, attendee information and meeting materials
• Attending approximately ten peer-group meetings each month
• Arriving in good time and ensuring rooms, materials and logistics are ready
• Liaising professionally with Members, Chairs, speakers and venues
• Supporting Chairs with meeting structure and timekeeping
• Confidently and tactfully intervening when necessary to keep meetings on schedule
• Taking clear, structured notes during discussions
• Producing concise summaries, actions and Member pledges
• Completing post-meeting communication and tracking agreed actions

Organisation and Administration

• Maintaining the forward meeting calendar, venue arrangements and speaker schedule
• Coordinating Member onboarding, workshops and recurring communications
• Maintaining accurate Member records and internal systems
• Managing recurring tasks, checklists and deadlines
• Chasing outstanding actions, payments, information and responses
• Ensuring agreed follow-ups are completed accurately and on time
• Supporting regular Member news, WhatsApp updates and newsletters

Executive Support to the Founder

• Managing inboxes, scheduling and diary coordination
• Preparing briefing notes ahead of meetings and calls
• Keeping priorities, deadlines and outstanding actions organised and visible
• Acting as a dependable point of coordination across the business
• Reducing the Founder’s day-to-day administrative workload
• Anticipating requirements and raising potential problems before they become urgent

Additional Support

As ULTRA grows, there may also be opportunities to assist with:

• Light marketing coordination, including LinkedIn scheduling and content uploads
• Member newsletters and other communications
• Larger Member social events
• Improving internal systems and working processes

What We’re Looking For

• Previous experience in an EA, PA or senior administrative position
• Exceptional organisation and attention to detail
• A strong record of reliability, punctuality and following work through to completion
• Excellent written communication, particularly note-taking and summarising
• Confident, friendly and professional around senior business leaders
• Calmly assertive and comfortable prompting or chasing people when required
• Able to manage multiple priorities without losing track of detail
• Proactive, while also comfortable working with established processes and checklists
• Discreet and trustworthy when handling confidential business conversations
• Comfortable receiving clear feedback and being accountable for agreed outcomes
• Able to work independently and productively on remote-working days

Working Pattern

This is a full-time role, normally working Monday to Friday, 9am–5pm.

The position is hybrid, but it is not fully remote. You should expect to work in person with the Founder on at least two days during a typical week, either at ULTRA meetings or during scheduled working sessions in Cardiff.

Other work can be completed remotely from a suitable professional environment that allows sustained concentration, confidentiality and reliable communication.

Remote-working days are normal working days. The successful candidate must remain available and responsive throughout agreed working hours. Clear task tracking, concise daily progress updates and regular planning reviews are part of the role.

Meeting days can occasionally require earlier starts or later finishes. Any corresponding adjustment to working hours will be agreed and recorded transparently.

Requirements

• Based within reasonable commuting distance of Cardiff
• Full UK driving licence and access to a car
• Willingness to travel regularly across Cardiff, Bristol, Swansea and Cheltenham
• Availability for occasional travel further afield
• Flexibility around approximately ten monthly meeting dates

An Important Point About the Role

Much of this position involves recurring operational work.

Success comes from completing important tasks accurately, promptly and consistently—not from constantly moving on to something new.

This is not primarily an events-management, marketing or creative position. It will suit someone who takes pride in being the organised, dependable person who makes everything work properly.

Why ULTRA?

• Work directly with a founder in a growing business
• Gain exposure to highly experienced CEOs, entrepreneurs and business leaders
• Take meaningful ownership of Member operations and meeting delivery
• Join a stable business offering long-term potential
• Develop into additional responsibilities as the company grows
• Enjoy hybrid working with clear expectations and regular in-person contact

Shortlisted candidates will be asked to complete a brief practical exercise focused on written accuracy, prioritisation and meeting coordination.

If you enjoy being organised, dependable and responsible for ensuring everything runs smoothly, this role could suit you extremely well.