Citations.io | AI Visibility for Modern Search
Founder’s Associate
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Location: Newcastle upon Tyne, hybrid
Working pattern: Part-time, 2-3 days per week
Hybrid requirement: 1 day per week in person in Newcastle upon Tyne
Salary: £35,000 FTE / £14,000-£21,000 actual salary
Reports to: Founder
About Citations.io
Citations.io is an AI citation intelligence platform that helps brands track how AI engines mention, rank and cite them across generated answers.
We help businesses understand their visibility across ChatGPT, Gemini, Claude and Perplexity, how competitors are performing, which sources influence AI recommendations, and where opportunities exist to improve their presence.
We are an early-stage SaaS business building the intelligence layer for AI-era search.
The role
We are looking for a highly organised, commercially aware Founder’s Associate to work directly with the Founder and help run the day-to-day operations of Citations.io.
This is a broad, high-trust role for someone who enjoys variety, takes ownership and is comfortable working across customers, projects, administration and business operations.
You will help protect the Founder’s time, ensure enquiries and follow-ups are handled properly, coordinate projects and keep the operational side of the business moving.
You will have visibility across much of the business and will be expected to identify problems, improve processes and take increasing ownership as Citations.io grows.
What you’ll be responsible for
Founder support and diary management
- Manage the Founder’s diary and meeting schedule
- Coordinate customer, prospect, partner and supplier meetings
- Handle scheduling changes and meeting logistics
- Protect focus time and help prioritise competing requests
- Prepare meeting notes, background information and actions where required
- Track follow-ups and make sure commitments are completed
- Help ensure important opportunities and conversations do not get lost in day-to-day activity
Customer and commercial enquiries
- Act as a first point of contact for general customer enquiries
- Respond to routine product, account and billing questions
- Triage enquiries and identify which require Founder or technical involvement
- Coordinate customer meetings and demos
- Follow up on outstanding information and actions
- Maintain a professional, responsive customer experience
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The Founder will continue to lead strategic customer onboarding, product guidance and customer success.
Project management
- Coordinate internal and external projects
- Maintain project plans, actions, deadlines and dependencies
- Chase outstanding tasks and keep stakeholders updated
- Coordinate contractors, suppliers and external partners
- Support the delivery of research, reports, partnerships, launches and commercial initiatives
- Identify blockers before they become problems
- Ensure projects are properly closed out rather than left partially complete
Sales and pipeline administration
- Coordinate demo bookings and prospect meetings
- Prepare basic prospect and company information ahead of calls
- Record actions and follow-ups
- Keep CRM records accurate and up to date
- Chase outstanding information and next steps
- Support the Founder with the administrative elements of partnership and commercial opportunities
This is not initially a sales role and you will not be expected to carry a revenue target.
Business operations
- Build and maintain simple internal processes
- Create SOPs for recurring activities
- Maintain company documentation and operational records
- Help coordinate suppliers, software subscriptions and business services
- Support recruitment and contractor administration as the team grows
- Identify repetitive tasks that can be automated or delegated
- Improve the way information is organised and shared across the business
You will support the processes around these areas without being expected to provide specialist AI search consultancy.
Who we’re looking for
You may currently work in operations, project management, account management, executive support, client services or an early-stage technology company.
More important than your current title is how you work.
You are likely to be:
- Exceptionally organised
- Reliable and detail-oriented
- Comfortable dealing directly with customers
- A strong written communicator
- Commercially aware
- Confident managing several projects at once
- Comfortable working independently
- Able to make sensible decisions without constant supervision
- Proactive about chasing actions and closing loops
- Comfortable working in a fast-changing early-stage business
- Interested in technology, SaaS, search or AI
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The type of person who will succeed here
You notice when something needs doing and take responsibility for it.
If a customer has not replied, you follow up.
If a meeting needs rearranging, you resolve it.
If a project is slipping, you identify why.
If the same issue happens repeatedly, you create a process to prevent it happening again.
You should be comfortable being given an outcome rather than a detailed set of instructions.
The objective of the role is not simply to assist the Founder. It is to increase the operational capacity of the business.
Experience
We are flexible on exact background, but you will ideally have around 3+ years of professional experience in one or more of:
- Business operations
- Project management
- Account management
- SaaS
- Client services
- Executive or founder support
- Agency environments
- Technology businesses
Experience working in an early-stage company is useful but not essential.
Working arrangements
This is a part-time role working two-three days per week.
The role is hybrid, with one day per week working in person with the Founder in Newcastle upon Tyne. The remaining working days can be completed remotely.
We are open to discussing how the working days are structured, although consistency from week to week will be important.
How success will be measured
Success in this role means:
- Fewer operational tasks require Founder involvement
- Customer enquiries receive timely responses
- Meetings and follow-ups do not fall through the cracks
- Projects have clear owners, actions and deadlines
- Customer and prospect records remain organised
- Recurring activities become documented processes
- The Founder spends more time on product, customers, strategy and growth
- You progressively take ownership of larger parts of the business
Progression
This role has significant scope to develop as Citations.io grows.
For the right person, it could develop towards:
- Founder’s Associate → Head of Operations → Chief Operations Officer
The exact path will depend on your strengths and the needs of the business.
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