Executive Assistant

About The Role The Executive Assistant is the operational backbone for senior leaders building and scaling software, data, and AI products. The role manages complex calendars, executive communications, travel, and operating rhythms across engineering, product, research, and business teams.

Based in New York with a hybrid schedule, this role creates the structure that keeps a fast-moving technology organization aligned. The Executive Assistant will anticipate needs, protect focus time, handle sensitive information, and ensure decisions and follow-ups move forward.

Key Responsibilities

• Manage complex calendars across multiple time zones using Google Calendar, Microsoft Outlook, and scheduling tools; resolve conflicts and protect priority time
• Coordinate executive meetings, including agendas, Zoom or Google Meet links, briefing materials, notes, and action-item tracking in Notion, Confluence, or Asana
• Arrange domestic and international travel, prepare detailed itineraries, and manage changes, vendors, and expense reconciliation through tools such as Ramp, Brex, or Concur
• Draft and organize confidential correspondence, executive updates, presentations, and internal communications with sound judgment and attention to tone
• Run leadership operating rhythms, including weekly staff meetings, quarterly planning sessions, board preparation, and cross-functional follow-up
• Plan team events, offsites, customer meetings, and office logistics from vendor selection and budgets through execution
• Maintain accurate contact lists, documentation, distribution groups, and administrative workflows across Slack, Google Workspace, Microsoft 365, and internal systems

What We Are Looking For

• 3-7 years of experience supporting executives, founders, or senior leaders in a technology, venture-backed, or high-growth environment
• Demonstrated experience managing complex calendars, multi-city travel, executive meetings, and competing priorities with minimal supervision
• Strong proficiency with Google Workspace or Microsoft 365, Slack, Zoom, Notion or Confluence, and project-management tools such as Asana or Jira
• Excellent written and verbal communication skills, including the ability to prepare concise summaries, agendas, and executive-ready materials
• Exceptional organization, follow-through, and judgment when handling confidential business, financial, personnel, or customer information
• Bachelor’s degree or equivalent experience in business administration, communications, operations, or a related field
• Bonus: experience supporting engineering, product, research, or data-science leadership; experience with board materials, corporate events, or international operations