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Job Description - Executive Assistant to the CEO

Role Title: Executive Assistant to the CEO (Full-Time, Home-Based)
Reports to: Chief Executive Officer
Organisation: Civic Net Zero Limited
Location: Remote (UK-based, occasional in-person meetings)
Hours: 40hours per week
Contract: Permanent
Salary: Competitive, commensurate with experience

About Civic Net Zero

Civic Net Zero (“CivicNetZero”) is an AI-enabled SaaS platform connecting cities, capital and capability to accelerate the global transition to net zero. Founded by Lord Marvin Rees OBE, and Tom Ilube CBE, CivicNetZero combines deep city expertise with cutting-edge agentic AI to transform how urban decarbonisation projects are identified, structured and funded.

Role Purpose

The Executive Assistant provides strategic and administrative support to the CEO, ensuring their time and focus are directed toward the highest-value priorities. The role acts as a coordination hub across CivicNetZero’s founders, staff, investors, delivery partners, and wider professional network, helping the CEO maintain momentum.

Key Responsibilities

Executive Support:

  • Manage the CEO’s complex, multi-domain diary – scheduling, prioritising and protecting focus time.
  • Coordinate meetings, prepare briefing notes and ensure smooth follow-through on actions.
  • Handle correspondence on behalf of the CEO with professionalism, discretion and accuracy.
  • Draft and format documents, presentations and board reports.
  • Track key commitments, deadlines and events, prompting timely preparation
 

Operational Coordination:

  • Maintain structured filing systems / shared drives for documents and meeting materials.
  • Support the CEO in investor, partner and board communications.
  • Liaise with CNZ’s co-founders, advisors and external stakeholders to keep projects moving.
  • Capture and circulate meeting notes, follow-ups and decisions.

 

Information & Communications:

  • Research, summarise and present information to aid CEO decision-making.
  • Assist with scheduling or logistics for travel, conferences and public engagements.
  • Support content preparation for speeches, panels and LinkedIn updates where appropriate.
 

Confidentiality & Integrity:

  • Handle sensitive information with absolute confidentiality.
  • Represent the CEO and the organisation with discretion, professionalism and empathy.

Person Specification

Essential:

  • Proven EA / PA experience supporting senior executives (preferably in start-ups, energy, or sustainability).
  • Excellent organisational, planning and communication skills.
  • High attention to detail, proactive and self-managing.
  • Comfortable working virtually with cloud tools (Outlook 365, Teams, SharePoint, Notion, Zoom, etc.).
  • Discreet, trustworthy and able to manage competing priorities.

 

Desirable:

  • Experience in mission-driven or tech-for-good organisations.
  • Understanding of civic, public-sector or infrastructure delivery.
  • Interest in climate action and AI-driven innovation.
  • Experience supporting a CEO / Board with governance materials.
  • Strong written communication and drafting skills.

Culture

Civic Net Zero is a purpose-driven, entrepreneurial team that values clarity, collaboration and integrity. The ideal candidate will be calm under pressure, tech-savvy, and passionate about enabling meaningful climate action.

Application Process

To apply, please send a short covering note and CV to [email protected] with the subject line: “Executive Assistant – Civic Net Zero”.

Applications will be reviewed on a rolling basis.