Executive Assistant to the CEO

Osmo•Elizabeth, NJ

2d•Onsite

About The Position

Osmo is a digital olfaction company, on a mission to give computers a sense of smell to improve the health and wellbeing of human life. Why? Our sense of smell both enriches and saves lives, and has a deep and direct connection to our emotions and memory. Olfactory Intelligence has applications across industries including fragrance, manufacturing, security, medicine, and more. We believe in the power of automation and thoughtfully applied AI/ML to solve problems beyond the reach of human intuition alone. Osmo is headquartered in New York, NY, with a new facility in New Jersey, and offices in Somerville, MA. Osmo is seeking a sharp, proactive Executive Assistant to partner directly with our CEO. This is a high-trust, high-impact role — you'll be the person who keeps the CEO focused, organized, and operating at their best. You'll sit on the People team, be in-office daily, and be embedded in the rhythm of the business. This role is first and foremost about calendar, travel, and email. Everything else is in service of protecting the CEO's time and ensuring they can do their best work.

Requirements

5+ years of experience as an Executive Assistant, ideally supporting a C-suite executive
In-person presence in the Elizabeth, NJ office weekly is required; at minimum aligned to CEO's schedule, ideally 5 days/week
Exceptional calendar and travel management skills — this is the core of the role
Strong judgment on prioritization; knows when to act independently and when to escalate
Proactive by nature — anticipates needs rather than waiting to be asked
Discreet, trustworthy, and comfortable with confidential information
Thrives in a fast-moving environment; willing to jump in on whatever the moment needs
Proficient in Google Suite, Slack, Ramp, Claude, and Notion

Responsibilities

Own the CEO's calendar end-to-end — scheduling, prioritizing, and protecting time with strong judgment
Act as gatekeeper: handle inbound requests for the CEO's time, decline professionally on their behalf, and escalate only when needed
Proactively block focus time and propose ways of working that create efficiency and balance
Anticipate needs before they arise — assemble the right people and resources independently
Manage all travel arrangements end-to-end, including logistics for external meetings and events
Occasional personal support: restaurant reservations, personal appointments, personal travel (<5% of time)
Serve as liaison between the CEO and internal teams, external partners, and stakeholders — handling communications with professionalism and discretion
Coordinate speaking opportunities and interviews in partnership with Marketing; ensure CEO receives prep materials on time
Ensure agendas are in place for all meetings
Take notes and translate them into clear action items; follow up with owners to ensure completion
Handle setup and takedown for guest meetings; greet and host onsite visitors
Own quarterly board meeting scheduling, coordinating directly with board members and their assistants
Manage location and logistics, including coordination with Lux Capital
Support board deck preparation and presentation logistics
Attend board meetings as note-taker; distribute notes post-meeting
Coordinate additional board events (onsite visits, dinners, etc.)
Coordinate interview scheduling, onsites, and onboarding in partnership with HR and Recruiting
Partner/Backup on All Hands — serve as backup and support on weekly doc, timekeeping, and notes; prep with CEO as needed
Show up as a full member of the People team — attend team events and jump in wherever the moment calls for it
Be present in the office weekly; serve as an interface for CEO, as needed
Handle sensitive and confidential information with discretion at all times
Be a trusted, steady presence the CEO can rely on
Build a deep working relationship with the CEO and their close circle — other executives, direct reports, People team