Executive Assistant to CEO; Part-Time, In-Person

About Metalchemy®

Metalchemy® is an innovation-driven startup specialising in sustainable colloids. Through our patented gold and silver colloids, we develop solutions for food preservation, healthcare, and cosmetics, with a mission to advance sustainability and improve global wellbeing.

We are hiring a reliable and highly organised Executive Assistant to work closely with our CEO and take ownership of day-to-day coordination, administration, and execution. This is a hands-on, in-person role focused on running meeting logistics, managing documents and systems, and ensuring tasks are followed through accurately and on time.

This is an execution-focused role rather than a leadership or strategy position. It is well suited to someone who enjoys being organised, detail-oriented, and dependable, and who takes pride in keeping things moving and enabling others to perform effectively.

• Own calendar management, meeting scheduling, and agenda preparation

• Run meeting logistics, attend where required, and produce clear notes and action summaries

• Maintain action logs, chase follow-ups, and ensure deadlines are met

• Draft, proofread, and finalise emails and documents for internal and external use

• Produce reporting summaries by collating notes, data, and updates

• Proactively manage task lists, reminders, and priorities for the CEO

• Handle confidential information with professionalism and discretion

• Maintain and update internal trackers and task boards (e.g. ), ensuring actions, deadlines, and owners are kept current
• Update and manage CRM records in Hub Spot, including contacts, leads, and activity logs

• Build, update, and maintain contact lists and CRM records (SQLs, MQLs)

• Drive outreach coordination and follow-ups between clients, partners, and suppliers
• Source relevant events, build target attendee and contact lists, and coordinate bookings, registrations, and contact data entry

• Prepare, format, proofread, and version-control proposals and documents

• Organise meetings, calls, events, and travel logistics end-to-end

• Track COAs, SDSs, and basic documentation

• Track awards, press mentions, and speaking events

• Create and manage social media schedules and handle basic posting

• Draft, assemble, and issue newsletters and simple content pieces

• Organise and maintain brand, product, and marketing asset libraries

• Create and update simple visuals and layouts using Canva

• Produce and maintain marketing materials (product catalogues, one-pagers, presentations)

• Attend introductory or coordination meetings where required and capture actions
• Prepare weekly pipeline and activity summaries for the CEO and keep KPI trackers up to date
• Share approved marketing materials with clients (e.g. product overviews, catalogues, datasheets)
• Prepare, issue, and track NDAs, MTAs, and related commercial templates for signature
• Maintain and share up-to-date documentation (e.g. COAs, MSDS/SDS, technical datasheets)
• Update and manage price lists, sales inventories, and commercial trackers
• Track inbound enquiries, coordinate follow-ups, and flag stalled opportunities
• Maintain accurate sales and partnership pipelines, including stages, notes, and next actions

• Act as point of contact for suppliers for quotes, orders, and coordination

• Maintain accurate asset, inventory, and procurement trackers

• Process and track orders, deliveries, and related documentation
• Process basic accounting and finance admin, including raising and tracking invoices, purchase orders, and handling routine finance queries
• Own the accuracy of internal systems, spreadsheets, trackers, and shared drives
• Support ISO 9001 administration, including maintaining quality records, training records, registers, and controlled documentation

• Conduct desk research and source information independently when required
• Produce clear summaries, comparison tables, and briefing notes
• Draft defined sections of grant applications related to commercial strategy, business development, market analysis, and impact (based on guidance)

• Maintain grant,…