Executive Assistant

**Our Company** The U.S. construction permitting process is a black box. Over 500,000 forms and 20,000 processes, yet 95% of cities use the same building code. Every permitting delay costs businesses revenue, stalls expansion, and disrupts construction schedules.

Founded in 2022 by builders, entrepreneurs, and industry experts, GreenLite eliminates permitting uncertainty for developers nationwide.

We combine AI-powered technology with an in-house team of registered architects, engineers, and city planners to deliver the fastest, most predictable path to permit approval. Our expert-led compliance process ensures plans are code-ready before submission, reducing revisions, delays, and costs.

GreenLite has raised $86M in venture funding from leading investors including Insight Partners, Energize Capital, Craft Ventures, LiveOak Ventures, Trust Ventures, and Chicago Ventures. National brands, including Walgreens, TD Bank, and Driven Brands, trust us to accelerate approvals, reduce risk, and unlock growth.

About The Role We’re a Series B tech company (90 people, NYC HQ) growing quickly and building for scale. This Executive Assistant will serve as a strategic operational partner to our 10-person executive team — managing the day-to-day administrative needs of each exec, enabling them to stay focused, aligned, and moving fast. This is a high-visibility, high-trust role that requires strong judgment, exceptional organization, and the ability to context-switch across multiple leaders and workstreams simultaneously.

What You’ll Own Calendar & Scheduling

• Manage complex, high-volume calendars for 10 executives — balancing competing priorities, resolving conflicts, and protecting focus time
• Coordinate internal and external meetings across time zones, ensuring all parties have what they need in advance
• Anticipate scheduling needs proactively rather than reactively

Travel & Logistics

• Own end-to-end travel planning for all executives — flights, hotels, ground transport, and visa coordination
• Prepare detailed itineraries and ensure smooth execution across domestic and international trips
• Process and reconcile travel and expense reports on behalf of the team

Board Meeting Prep & Planning

• Coordinate all logistics for quarterly board meetings — venue, materials distribution, attendee management, and follow-up tracking
• Support Chief of Staff in compiling and formatting board decks, pre-read materials, and post-meeting action items
• Maintain board calendar, manage board member communications, and track deliverable deadlines ahead of each meeting cycle
• Support investor meeting coordination and board observer logistics

Communications & Meeting Support

• Prepare agendas, briefing docs, and follow-up materials for executive meetings
• Triage and draft communications on behalf of executives as needed
• Take and distribute notes for key leadership meetings; track action items to completion

Ad Hoc & Operational Support

• Handle special projects and research tasks as assigned across the exec team
• Help serve as a connective layer between leadership and the broader organization alongside the Chief of Staff
• Support onsite logistics for executive offsites, team events, and leadership summits

What We’re Looking For

• 3–5 years supporting multiple senior leaders or a C-suite team in a fast-paced environment
• Proven ability to manage competing priorities across multiple stakeholders simultaneously
• Strong written communication — clear, concise, and appropriately toned for executive-level correspondence
• Absolute discretion with confidential information
• Proficiency with Google Workspace and Slack; quick to pick up new tools
• Proactive, low-ego, high-ownership mindset

Nice to Have

• Experience at a startup or high-growth tech company
• Prior involvement in board meeting coordination or investor relations support
• Familiarity with project management tools like Notion or Asana
• Experience supporting more than 5 executives at once

**Thrive With GreenLite**

• Competitive Compensation - Generous base salary & access to our Employee Equity Program, so you can grow with us.
• Performance-Based Annual Bonuses - Rewards for high-impact results and contributions that move the needle.
• Premium Health Coverage - Comprehensive medical, dental, and vision insurance for full-time team members and their families.
• 401(k) Retirement Plan - Helpi…