Executive Assistant

Be the right hand to the founder behind a fast‑growing health brand helping thousands of over‑50s stay independent. Run the machine behind the scenes, buy back his time for You Tube and strategy, and grow into a true operations leader.

We help people over 50 stay strong, mobile, and independent for life

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4:25

Lifelong Mobility is the online coaching arm of one of the UK's largest healthy-ageing brands: 1.8 million-plus people follow our founder's physiotherapy content, and thousands of members over 50 trust us to help them stay strong and independent for life. We're small, profitable, and growing – which means the person we hire into this role has a genuine seat at the table and a clear path upward.

Our online program helps older adults regain their strength and mobility so they can keep doing the things they enjoy. If you're exceptional at what you do and align with our core values, we want to know you.

You will work side by side with our founder, Will Harlow, a physiotherapist, bestselling author and You Tube creator, in the office every day.

Your job is to own everything that shouldn't need his attention: his inboxes, his diary, routine approvals, finance admin, and the day-to-day requests that keep both teams moving.

You'll learn how he thinks and make decisions within clearly defined rules, so the team gets fast answers and he gets uninterrupted time for the work only he can do.

This role exists to remove the founder as a bottleneck across both his businesses.

• Own the founder's inboxes (marketing, Lifelong Mobility, and personal): triage, reply, route, and surface only what needs his judgement in a daily digest.
• Manage the founder's diary, protecting his focused time for content, strategy, and team development.
• Handle routine approvals (invoices, tool access, supplier requests) within a written decision-rights framework, escalating only genuine exceptions.
• Manage accounts payable and bookkeeping admin in Quick Books, and prepare payroll inputs for our accountant.
• Complete weekly data entry for our business tracking and reporting.
• Be the team's first point of contact for admin needs: software access, subscriptions, permissions, and account setup.
• Implement founder-planned updates in Kajabi (such as member program plans) and post community replies on the founder's behalf.
• Run repeatable AI-assisted workflows and compile regular reports.
• Keep training and scorecard calendars on track across both teams.
• Coordinate personal and household admin: travel, tradespeople, bills, renewals, and personal correspondence.
• Plan and book events.
• Support recruitment through scheduling and candidate communication, and, in time, first-stage screening.

• 3+ years as an Executive Assistant or PA supporting a founder, MD, or business owner, ideally in a small, fast-moving business.
• Excellent written communication
  , including the ability to write naturally in someone else's voice.
• Sound judgement and complete discretion with confidential, financial, and personal information.
• The confidence to hold boundaries politely with team members, suppliers, and tradespeople.
• Strong Google Workspace skills
  ; experience with Quick Books, Xero, or similar accounting software.
• Comfortable using AI tools daily and quick to learn new software (e.g. Kajabi, Go High Level ).
• Highly organised
  : you close loops without being chased.
• Able to work in person in Farnham
  , five days a week.

You own outcomes like:

• The founder's inboxes kept under control, with every message answered or routed within one working day.
• The founder's protected focus time is held every week.
• Routine approvals resolved without founder involvement, with only genuine exceptions escalated.
• Invoices paid…