AI Operations Executive Assistant Full Time

AI Operations Executive Assistant

📍 Location: Shoreditch, London (5 days/week in-office)

🕰️ Role Type: Permanent / Full-Time

🚀 Start Date: ASAP

📈 Reports to: Founder

🤝 Works With: Founder, Sales, Operations, Marketing, eCommerce

🇬🇧 Employment Eligibility: Must have full right to work in the UK

At PerfectTed, we believe in PRICE — our core virtues that shape everything we do:

✨ Progress – We embrace growth, learning, and continuous improvement

🔥 Resilience – Challenges don’t stop us; they push us to be better

⚡ Intensity – We move fast and execute with passion and purpose

🏆 Consistency – Greatness comes from showing up every day

💡 Entrepreneurialism – We take ownership, think outside the box, and find solutions

Overview

PerfectTed is looking for an AI Operations Executive Assistant – an AI-fluent, systems-driven operator who will work directly with the founder to build the engine behind how everything runs.

As the UK’s fastest-growing energy drink brand and Europe’s leading matcha company, PerfectTed is redefining what energy should feel like: clean, matcha-powered focus with no crashes and no junk. In this role, you’ll sit at the centre of the business, designing how communication, information, and relationships flow at scale.

This is not a traditional Executive Assistant role. It’s a systems, automation, and communications role focused on building a personal operating system across inboxes, workflows, and relationships.

If you instinctively organise chaos, automate everything, and think in systems, this role is for you.

Key Responsibilities

📬 Communications & Inbox Management

• Own and manage all inbound and outbound communications across email, calendar, and key channels

• Work alongside the founder to respond quickly, clearly, and in the right tone

• Build a unified system to centralise multiple inboxes into one coherent workflow

• Design inbox triage, prioritisation, and follow-up systems so nothing is missed

🧠 AI-Powered Workflows

• Use tools like Claude and other AI platforms to:

◦ Summarise conversations

◦ Draft responses in the founder’s tone

◦ Surface key information, decisions, and follow-ups

• Continuously improve how AI is embedded into daily workflows

🗂️ Systems, CRM & Notion

• Build and maintain a personal CRM for relationships, interactions, and opportunities

• Create and manage a central source of truth in Notion

• Structure information so it is clear, accessible, and actionable

⚙️ Automation & Workflow Design

• Design automations that reduce manual work and eliminate friction

• Connect tools across Microsoft 365, Notion, and other platforms

• Build lightweight systems that scale with the founder’s workload

📅 Founder Support & Execution

• Prepare the founder for meetings with high-signal, concise context

• Capture and structure notes after interactions

• Ensure nothing is missed across communications, follow-ups, and key relationships

Requirements

Must-Haves

• AI-fluent — you actively use tools like Claude (or similar) in your daily workflow

• Strong experience building systems in Notion

• Confident using Microsoft 365, especially Outlook and email workflows

• Excellent written communication — able to match tone and respond clearly and efficiently

• Comfortable connecting tools and building lightweight automations

• Strong systems thinker — able to structure messy information into clear workflows

• Proactive, detail-oriented, and fast-moving

The Ideal Candidate Is

• Obsessed with systems, optimisation, and efficiency

• Someone who naturally organises everything around them

• Calm under pressure and able to manage multiple threads at once

• Highly reliable — nothing slips through the cracks

• Excited by the idea of operating at the centre of a fast-scaling founder-led business

What We Offer

• Competitive salary + EMI options scheme (real equity upside in the UK’s fastest-growing brand)

• Private healthcare

• Unlimited matcha 🍵💚

• A role that directly impacts how the founder and business operate day-to-day

• A high-energy Shoreditch HQ surrounded by ambitious, fast-moving teams

How to Apply

👉 Please complete the application form and we’ll be in touch.

We can’t wait to hear from you.

TLDR: This is a systems-first role working directly with the founder to build a high-leverage operating system across communication, relationships, and execution. If you automate everything, think in workflows, and love bringing order to chaos, this is your role. ⚡🧠💚