Executive Assistant

Description:

We are looking for a sharp, proactive, and intellectually curious Executive Assistant to support our CEO/CTO. This is not a traditional admin role — you will be the operational backbone of the executive office, managing the flow of information, people, and priorities across the company.
You will serve as the primary gatekeeper and coordinator for the CEO/CTO, which means you need excellent judgment about what deserves their time, the diplomatic skill to redirect or defer requests gracefully, and the initiative to handle a large volume of tasks independently without constant direction.
A distinctive aspect of this role is that you will also serve as the CEO/CTO’s eyes and ears in the industry — attending AI conferences, seminars, and industry events, then distilling what you learn into actionable briefings. This requires genuine intellectual curiosity about AI and technology, strong research skills, and the ability to separate signal from noise in a fast-moving sector.
The right person for this role makes the CEO/CTO more effective every single day — and makes every person who interacts with the executive office feel heard, respected, and helped.

KEY RESPONSIBILITIES

Calendar & Schedule Management

• Own and manage the CEO/CTO’s calendar end-to-end, including scheduling internal and external meetings, resolving conflicts, and building in focus/deep-work time.
• Proactively prepare daily and weekly briefings so the CEO/CTO walks into every meeting informed and ready.
• Coordinate across time zones for investor calls, board meetings, partner discussions, and team sessions.
Communication Gatekeeping & Prioritization

• Triage and prioritize incoming requests (emails, Slack messages, meeting requests) from employees, investors, partners, and external parties.
• Use strong judgment to determine what requires the CEO/CTO’s direct attention, what can be delegated, what can be deferred, and what you can handle independently.
• Ensure that employees and stakeholders feel supported and heard — never blocked. Redirect with warmth and clear next steps.
• Draft and send communications on behalf of the CEO/CTO when appropriate, matching their tone and voice.
Industry Intelligence & Conference Representation

• Attend AI industry conferences, seminars, workshops, and networking events on behalf of the CEO/CTO to stay current on sector developments.
• Produce concise, actionable post-event briefing reports that highlight key takeaways, emerging trends, notable companies, potential partnership or investment opportunities, and competitive intelligence.
• Build and maintain a network of industry contacts that can be valuable to the CEO/CTO and the company.
• Monitor and flag important industry announcements, product launches, regulatory developments, and competitor moves between events.
• Maintain a running industry intelligence tracker — a living document that the CEO/CTO can reference before investor meetings, board sessions, or strategic planning.
Research & Analysis

• Conduct in-depth research on companies, people, technologies, markets, and competitors ahead of key meetings and decisions.
• Prepare well-structured briefing documents that go beyond surface-level information — synthesizing multiple sources into clear, actionable insights.
• Research potential hires, partners, investors, and acquisition targets as needed by the CEO/CTO.
• Stay informed on AI industry news, funding rounds, regulatory changes, and technology breakthroughs through regular monitoring of key sources (newsletters, publications, social media, research papers).
• Translate technical or industry-specific information into clear summaries that are useful for strategic decision-making.
Travel & Logistics

• Plan and coordinate domestic and international travel, including flights, accommodations, ground transport, and itineraries.
• Handle last-minute changes with composure and efficiency.
• Manage expense tracking and reimbursements related to executive and conference travel.
• Coordinate logistics for the CEO/CTO’s conference appearances, speaking engagements, and panel participations.
Meeting Preparation & Follow-Through

• Prepare agendas, background materials, and attendee profiles ahead of key meetings (investor meetings, board sessions, partnership discussions, hiring panels).
• Take meeting notes, track action items, and follow up to ensure commitments are met.
• Compile relevant industry context and competitive intelligence into pre-meeting packets.
Operational & Project Support

• Assist with light project management — tracking deadlines, following up with team members, and keeping key initiatives on schedule.
• Help coordinate company events, off-sites, team activities, and leadership meetings.
• Serve as an operational extension of the CEO/CTO, picking up and running with tasks that don’t have a clear owner.

REQUIREMENTS

Must-Have Qualifications

• 3–7 years of experience as an Executive Assistant, Chief of Staff, or similar role supporting C-level executives.
• Exceptional organizational skills and attention to detail — nothing falls through the cracks.
• Outstanding written and verbal communication skills. You can draft an email that sounds like the CEO wrote it.
• Strong research and analytical skills — you can take a vague question, dig into it independently, and come back with a clear, well-organized answer.
• Genuine intellectual curiosity about technology and AI — you read about the industry because you find it interesting, not just because you’re told to.
• Proven ability to exercise discretion and handle highly confidential information (financials, personnel, strategy).
• Strong prioritization and judgment skills — you instinctively know what’s urgent vs. important vs. can wait.
• High emotional intelligence and interpersonal skills — people enjoy working with you, even when you’re saying no.
• Comfort with fast-paced, dynamic environments where priorities shift quickly.
• Proficiency with modern productivity tools (Google Workspace or Microsoft Office, Slack, Notion, calendar tools).
• Professional presence and confidence to represent the company at industry events and network with senior leaders.
Nice-to-Have Qualifications

• Previous experience in a technology or AI company.
• Familiarity with investor relations, board meeting preparation, or fundraising processes.
• Experience using AI tools (ChatGPT, Claude, etc.) to increase personal productivity and research efficiency.
• Track record of attending industry events and producing actionable summaries or reports.
• Project management experience or familiarity with tools like Asana, Linear, or Jira.
• Background in journalism, research, consulting, or analyst roles (strong research transferable skills).
• Bachelor’s degree (not required if experience is strong).
• Additional language skills (if the company operates internationally).