Executive Assistant to the CEO

Auquan Ltd • New York, NY

8d • $115,000 - $150,000 • Hybrid

About The Position

The Executive Assistant to the CEO is a critical role at Auquan, ensuring the Chief Executive Officer can operate at maximum effectiveness. The postholder acts as the primary organisational layer around the CEO – owning the calendar, driving meeting preparation, and managing the flow of information and correspondence that keeps the business moving. This is a high-trust, high-autonomy position that demands excellent judgement, strong written communication, and the ability to work independently in a fast-moving environment. The right person for this role is proactive, organised, and composed under pressure – someone who takes ownership, thinks ahead, and gets things done without needing to be chased. As an AI-first company building autonomous AI agents for the financial industry, Auquan expects all team members to be genuinely AI-native in how they work. The postholder will be expected to actively use AI tools to enhance their own productivity – from AI-assisted note-taking and drafting to research and scheduling – and to stay current as the tooling evolves. Using AI well is part of doing the job well at Auquan.

Requirements

• Proven experience as an Executive Assistant or in a comparable role supporting C-suite executives in a fast-paced environment
• Demonstrable track record of owning an executive's calendar and correspondence with minimal supervision
• Experience preparing executive-level briefings, meeting notes, and written summaries
• Experience coordinating events or logistics across multiple stakeholders, including external parties
• Outstanding organisational and time-management skills, with the ability to manage multiple priorities without dropping the ball
• Excellent written and verbal communication skills; able to represent the CEO's voice with professionalism and precision
• Sound judgement and discretion when handling confidential or sensitive information
• High agency and ownership mindset – comfortable figuring things out independently without being prompted
• Calm and composed under pressure; able to think clearly and prioritise when things move fast
• Low ego, collaborative working style with a focus on delivery over optics

Nice To Haves

• Proficiency in Google Workspace (Calendar, Gmail, Docs, Sheets) and Microsoft Office
• Experience with scheduling tools and note-taking software (e.g. Granola AI, Fireflies)
• Ability to operate across multiple communication tools (Slack, email, FrontApp)
• Hands-on use of AI tools in day-to-day work including AI assistants, meeting notes, research tools, and productivity automation
• Ability to identify where AI can remove friction from repetitive tasks and implement improvements independently

Responsibilities

• Own the CEO's calendar, proactively managing time, priorities, reschedules, and conflicts without needing supervision.
• Coordinate scheduling across global time zones, ensuring meetings with investors, clients, and internal stakeholders are booked efficiently and with appropriate lead time.
• Manage competing demands on the CEO's time, applying sound judgement on prioritisation and flagging conflicts early.
• Oversee travel logistics including itineraries, accommodation, visa requirements, and ground transport, ensuring seamless executive travel.
• Prepare agendas and contextual briefs ahead of all meetings the CEO attends, surfacing relevant materials, background information, and talking points clearly and concisely.
• Take daily notes and prepare Management meeting agendas in advance, maintaining consistency in quality, tone, and delivery.
• Manage pre-meeting context-chasing and coordinate with internal stakeholders to gather inputs, updates, and materials required for executive-level meetings.
• Manage the EA@ inbox, triaging and responding to incoming correspondence with professionalism and appropriate urgency.
• Assist in drafting, editing, and managing executive correspondence, including emails, investor touch-points, and client communications, as directed.
• Maintain key coverage documents and tracking lists – including investor post-touch-point logs, scheduling pipelines, and contact records.
• Produce meeting notes, action summaries, and written outputs that are high quality, actionable, and shared promptly with relevant audiences.
• Provide light administrative and scheduling support to other senior leaders (e.g. COO, Head of Sales) as required.
• Play a coordinating role in internal company events, including team off-sites, all-hands meetings, and company socials.
• Support the organisation of occasional external events such as client dinners, investor meetings, or conference attendance.
• Serve as a coordination layer between the CEO and internal teams, facilitating communication flow and ensuring follow-through on actions.

Benefits

• Base Salary: $115,000 - $150,000 for New York.
• Performance Bonus: Target 30% of base, tied directly to measurable mutually agreed upon metrics.
• Total Target Compensation (TTC): $130,000 – $195,000 (New York)
• Equity: Meaningful stock options so you share in our growth

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed