Executive Personal Assistant to CEO

About Livingway and the CEO

Livingway UK is a progressive Build-to-Rent property company focusing on wellness-centered rental communities with exemplary hospitality and operational performance. Operating in Manchester and Liverpool, the firm is expanding its services nationwide through third-party management, consultancy, and operational support. The company culture is entrepreneurial, fast-paced, commercially focused, and ambitious.

The CEO & Co-Founder, Sam Hay, brings over 15 years of leadership experience in Build-to-Rent and property sectors. His role includes strategy, brand leadership, culture, partnerships, commercial deals, and operational oversight in a founder-led business environment.

Role Overview

As the Executive Personal Assistant (PA) to the CEO, you will be the key support person, providing strategic, operational, and administrative assistance. You will help streamline the CEO’s day by organizing priorities, communication, projects, and diary management while ensuring discretion and professionalism at all times.

Key Responsibilities

• Serve as the primary liaison and right-hand support for the CEO.
• Strategically manage and prioritize the CEO’s diary to align with business goals.
• Coordinate meetings, appointments, travel, and events, including speaking engagements.
• Draft, review, and respond to correspondence on behalf of the CEO while managing confidential material with utmost discretion.
• Create daily structured briefing notes and priority lists to maximize CEO productivity.
• Monitor critical business issues, deadlines, and ongoing projects; escalate or delegate as appropriate.
• Prepare detailed briefing materials ahead of major meetings including context, agendas, and desired outcomes.
• Assist with communication management by triaging emails, reducing unnecessary involvement, and drafting professional responses.
• Facilitate cross-department coordination and support investor, supplier, and partnership communications.
• Manage travel logistics, conference attendance, social media filming, and event preparation.
• Track project deadlines, assist with organizational improvements, and help enforce a culture of accountability.
• Support CEO social media presence and personal brand growth activities when required.

Required Skills and Experience

• Proven track record as a PA supporting senior executives or founders.
• Strong organizational, project management, and communication skills.
• Exceptional attention to detail paired with commercial awareness.
• Ability to prioritize effectively and work well under pressure.
• High emotional intelligence, professionalism, and discretion handling sensitive information.
• Proficient with Microsoft Office, Google Workspace, CRM platforms, AI tools, and project management software.
• Confidence in managing multiple stakeholders and complex schedules.

Desired Personality Traits

• Highly proactive and able to anticipate needs and problems.
• Calm and organized in a fast-moving environment.
• Commercially minded, loyal, discreet, and assertive when necessary.
• Adaptable, resilient, and solutions-focused with an ability to maintain a broad perspective.

Authority and Decision-Making

The PA is empowered to independently manage diary scheduling, respond to communications, escalate operational issues appropriately, and coordinate priorities across departments. Immediate escalation to the CEO is required for major risks, reputational or financial concerns, legal matters, or investor sensitive issues.

Success Measures and Expectations

Success will be evaluated based on improved CEO time management, efficient communication and inbox handling, quality of meeting preparation, follow-up on actions, organizational improvements, and stakeholder satisfaction. After one year, the candidate is expected to be an indispensable right-hand to the CEO, having established clear accountability and operational structures to enhance leadership effectiveness.

Additional Information

This senior role requires adaptability, including occasional work outside typical hours for events, travel, conferences, or urgent business needs. Commitment, professionalism, and ownership of responsibilities are essential.