Executive Assistant to the CEO

Pace•New York City, NY

13d•Onsite

About The Position

Company Pace helps leading insurers run complex operations through AI agents and expert human review. Financial institutions spend nearly $400 billion annually on outsourced work. We’re building technology to transform those operations alongside some of the largest insurers in the world. The Role We’re looking for an Executive Assistant to the CEO to join Pace in New York. You’ll be a trusted partner to the CEO, helping them stay focused, prepared, and effective as the company grows. You’ll own scheduling, communications, and travel, support important customer and partner relationships, and lead special projects from start to finish. This role requires excellent judgment, strong writing, and a proactive approach. You’ll learn the CEO’s priorities and working style, anticipate what’s needed, and take ownership of the details and follow-through that keep things moving. The role centers on supporting the CEO, including internal and external meetings on their calendar. It does not include company-wide meeting coordination, staff scheduling, or general office administration.

Requirements

3+ years of experience as an executive assistant or in a similar role supporting a senior executive, ideally at a fast-growing startup or technology company.
Write clear, polished communications and can quickly learn to represent someone else’s voice across different audiences.
Exercise sound judgment and discretion with sensitive information, competing priorities, and external relationships.
Have strong organizational skills and a track record of managing complex calendars, travel, and multiple projects without losing the details.
Anticipate needs, solve problems independently, and know when to make a decision and when to ask for input.
Follow through consistently, keeping track of commitments and ensuring work gets completed.
Stay calm and adaptable as plans change, and enjoy bringing structure to a fast-moving environment.
Are comfortable with modern productivity tools, can learn new systems quickly, and are interested in using AI to improve your work.

Nice To Haves

Experience supporting a CEO or founder
Working in insurance or financial services
Coordinating board or investor meetings
Planning events and drafting speeches

Responsibilities

Manage the CEO’s calendar and priorities: Own scheduling across internal and external meetings, resolve competing requests, protect focus time, and anticipate conflicts. Develop an understanding of business priorities to make thoughtful decisions about how the CEO spends their time.
Own inbox and executive communications: Triage incoming messages, surface what needs the CEO’s attention, and draft and send correspondence on their behalf. Learn the CEO’s voice and keep important conversations moving with timely, thoughtful follow-up.
Prepare the CEO for key engagements: Gather background information, coordinate agendas and briefing materials, and draft talking points for customer meetings, investor conversations, board meetings, and events. Track commitments and coordinate next steps with the right people.
Support sales and external relationships: Partner with the sales team on timely outreach, introductions, and customer follow-ups that come from the CEO. Maintain context on key relationships and bring care and professionalism to interactions with customers, prospects, investors, and partners.
Own travel and expenses: Manage end-to-end travel planning, including flights, hotels, ground transportation, itineraries, last-minute changes, and day-of troubleshooting. Handle related expense reporting and reconciliation.
Lead special projects: Own projects such as customer gifting, executive dinners, conference logistics, and event preparation, including drafting speeches or talking points. Manage timelines, vendors, budgets, and details through completion.
Build effective ways of working: Create and improve systems for inbox management, meeting preparation, contact information, and follow-up. Use productivity tools and AI thoughtfully to reduce repetitive work and help the CEO operate more effectively.