Executive Assistant to the Founder

About Lifelong Mobility

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.

Role

You will work side by side with our founder, Will Harlow, a physiotherapist, bestselling author and YouTube 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.

Responsibilities

• 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 QuickBooks, 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.

Requirements

• 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 QuickBooks, Xero, or similar accounting software.
• Comfortable using AI tools daily and quick to learn new software (e.g. Kajabi, GoHighLevel).
• Highly organised: you close loops without being chased.
• Able to work in person in Farnham, five days a week.

Results

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 accurately and on time, with finance admin and data entry up to date every week.
• Team admin requests are resolved quickly, so no one is left waiting on the founder.
• Personal and household admin handled end to end, without reminders.

If this role did not exist, the founder would keep spending his time and attention on admin instead of growing both businesses, and the team would keep waiting on him for answers they shouldn't need him for.

Schedule

Full-time. At least 4 days a week in our Farnham office.

Location

Farnham, GU9 7PG

Compensation

£35,000–£42,000 base salary.

Discretionary bonuses tied to:

• Founder time protected (YouTube / strategy days kept clear).
• Inbox + admin SLAs (response times, error rate).
• Team feedback on support quality.

(Final compensation depends on experience, skills, and fit.)

Other Benefits

• Real mentorship from the founder — you'll work closely with the people running the business, not three layers removed from them. Direct feedback, weekly coaching, and a front-row view of how a modern health business actually works.
  
  
• A genuine career ladder (see Your Path Here) with pay and bonus that scale as you take on more.
  
  
• Performance bonus tied to success metrics — we'll show you the exact mechanics on day one so you always know how to earn more.
  
  
• A dedicated learning budget for courses, books, and training in customer success, communication, and anything that makes you better at the job (and your career).
  
  
• Free lifetime access to the Lifelong Mobility program for you and a family member — put a parent or grandparent on it and watch what the work actually does.
  
  
• Work that matters. Most jobs don't visibly change lives. This one does, every single week — you'll read the messages from people whose lives got better because we helped.