Executive Assistant
About The Position
GreenLite is a Series B tech company with 90 employees and an NYC headquarters, experiencing rapid growth and focusing on scalability. This Executive Assistant role is designed to be a strategic operational partner to the 10-person executive team. The primary responsibility is to manage the day-to-day administrative needs of each executive, thereby enabling them to maintain focus, alignment, and efficiency. This position is highly visible and requires a high degree of trust, strong judgment, exceptional organizational skills, and the ability to multitask across various leaders and workstreams simultaneously.
Requirements
- 3–5 years of experience supporting multiple senior leaders or a C-suite team in a fast-paced environment.
- Proven ability to manage competing priorities across multiple stakeholders simultaneously.
- Strong written communication skills, with the ability to compose clear, concise, and appropriately toned executive-level correspondence.
- Absolute discretion with confidential information.
- Proficiency with Google Workspace and Slack.
- Ability to quickly learn new tools.
- Proactive, low-ego, high-ownership mindset.
Nice To Haves
- Experience at a startup or high-growth tech company.
- Prior involvement in board meeting coordination or investor relations support.
- Familiarity with project management tools like Notion or Asana.
- Experience supporting more than 5 executives simultaneously.
Responsibilities
- Manage complex, high-volume calendars for 10 executives, balancing competing priorities, resolving conflicts, and protecting focus time.
- Coordinate internal and external meetings across time zones, ensuring all parties have necessary information in advance.
- Proactively anticipate scheduling needs.
- Manage end-to-end travel planning for all executives, including flights, hotels, ground transportation, and visa coordination.
- Prepare detailed itineraries and ensure smooth execution of domestic and international trips.
- Process and reconcile travel and expense reports for the executive team.
- Coordinate all logistics for quarterly board meetings, including venue, materials distribution, attendee management, and follow-up tracking.
- Support the Chief of Staff in compiling and formatting board decks, pre-read materials, and post-meeting action items.
- Maintain the board calendar, manage board member communications, and track deliverable deadlines.
- Support investor meeting coordination and board observer logistics.
- Prepare agendas, briefing documents, and follow-up materials for executive meetings.
- Triage and draft communications on behalf of executives as needed.
- Take and distribute notes for key leadership meetings and track action items to completion.
- Handle special projects and research tasks assigned by the executive team.
- Serve as a connective layer between leadership and the broader organization, in collaboration with the Chief of Staff.
- Support onsite logistics for executive offsites, team events, and leadership summits.
Benefits
- Competitive Compensation
- Generous base salary
- Access to our Employee Equity Program
- Performance-Based Annual Bonuses
- Premium Health Coverage (medical, dental, and vision insurance for full-time team members and their families)
- 401(k) Retirement Plan
- Generous Parental Leave
- Monthly Wellness Stipend
- Full access to Wellhub, Talkspace, & Teladoc
- Weekly Team Lunches (catered)
- Company-Wide Team All Hands (twice a year)
- Team-Building Events
- Unlimited PTO
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
