Executive Assistant
8.0/10
Ava Labs
$140,000 – $170,000 USD
Office / on-site
mid
29 days ago
cryptooperationsweb3
AI Summary
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Description
Executive Calendar and Schedule Management
- •Own and orchestrate complex, high-priority calendars for three C-suite principals simultaneously, resolving conflicts with sound judgement and minimal direction.
- •Strategically protect executives time by prioritizing meetings, flagging scheduling conflicts, and ensuring alignment with organizational priorities and leadership rhythms.
- •Coordinate and manage all scheduling for board meetings, leadership off-sites, all-hands events, and executive steering committees.
- •Proactively prepare daily and weekly briefings, ensuring all principals are fully informed and prepared for every engagement.
Executive Communications and Correspondence
- •Serve as the primary communication hub between the CEO, President, COO and internal and external stakeholders, triaging inboxes, drafting high-quality correspondence, and ensuring timely follow-through.
- •Demonstrate mature judgment in all communications with and on behalf of executives, knowing when to engage, when to hold back, and how to protect executive headspace during high-intensity periods.
- •Exercise considerable discretion in managing sensitive and confidential communications on behalf of all principals.
- •Prepare briefing documents, meeting agendas, talking points, and follow-up summaries for key engagements, including QBRs and company-wide communications from the CEO, President and COO.
Travel and Logistics
- •Plan and execute complex, multi-leg domestic and international travel itineraries including private and commercial air, ground transportation, accommodations, and visa and passport logistics.
- •Anticipate and resolve travel disruptions in real time, ensuring executives are never without a contingency plan.
- •Coordinate closely with executive protection personnel, security teams, and home-office staff on travel planning with full awareness of security requirements.
- •Manage detailed travel budgets and reconcile expenses in accordance with company policy.
Strategic and Operational Support
- •Support the development of QBRs, board materials, and company-wide executive communications, including research, synthesis, deck preparation, and follow-up tracking.
- •Manage sensitive visitor and guest protocols, including access management, NDA routing, and escort coordination.
- •Build and maintain strong relationships with home-office staff, senior executive assistants, and department heads to ensure seamless information flow and operational alignment.
- •Lead or assist with special projects and strategic initiatives as assigned by the principals.
- •Manage vendor relationships, contractor agreements, and external service providers supporting the executive office.
What Makes You a Good Fit
- •You get energy from making brilliant, busy people more effective. You think ahead, not just react.
- •You are unflappable. Things move fast, plans change, and the stakes are real. You do your best work under that kind of pressure.
- •You can read a room, a relationship, and an organization. You know when to act independently and when to escalate.
- •You have genuine curiosity about the technology and business of Web3. You do not need to be a blockchain expert, but this world should excite you.
- •You are based in New York and available to travel internationally.
Requirements
What You Will Bring
- •5+ years of experience supporting C-suite executives, in a high-growth technology or financial services environment.
- •Exceptional written communication skills, able to draft board-ready materials, executive correspondence, and company-wide communications without heavy direction.
- •Demonstrated ability to build and manage complex international travel programs, including security-conscious itineraries and real-time contingency management.
- •Fluency with AI tools and a proven habit of using them to eliminate low-value administrative work.
- •Strong financial literacy, budget tracking, expense reconciliation, and vendor management across multiple workstreams.
- •Discretion and professionalism that senior leaders, board members, and external partners trust without question.
- •Bachelor's degree or equivalent professional experience.
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