Executive Assistant

Ava Labs • New York, NY

3d • Onsite

About The Position

Ava Labs is seeking a highly accomplished and discreet Executive Assistant to provide dedicated, high-touch support to their CEO, President, and COO. The role operates at the intersection of deep technical innovation, institutional capital, and global policy, demanding exceptional judgment, precision, and the ability to work with a high degree of autonomy in a fast-paced environment. The ideal candidate is a strategic partner who proactively anticipates needs, manages complexity with grace, and serves as a trusted extension of the executive team. Ava Labs makes it simple to deploy high-performance solutions for Web3, led by innovations on Avalanche, and is redefining the way people create value with Web3.

Requirements

• 5+ years of experience supporting C-suite executives, in a high-growth technology or financial services environment
• Exceptional written communication skills, able to draft board-ready materials, executive correspondence, and company-wide communications without heavy direction
• Demonstrated ability to build and manage complex international travel programs, including security-conscious itineraries and real-time contingency management
• Fluency with AI tools and a proven habit of using them to eliminate low-value administrative work
• Strong financial literacy, budget tracking, expense reconciliation, and vendor management across multiple workstreams
• Discretion and professionalism that senior leaders, board members, and external partners trust without question
• Bachelor's degree or equivalent professional experience

Nice To Haves

• You get energy from making brilliant, busy people more effective. You think ahead, not just react.
• You are unflappable. Things move fast, plans change, and the stakes are real. You do your best work under that kind of pressure.
• You can read a room, a relationship, and an organization. You know when to act independently and when to escalate.
• You have genuine curiosity about the technology and business of Web3. You do not need to be a blockchain expert, but this world should excite you.
• You are based in New York and available to travel internationally.

Responsibilities

• Own and orchestrate complex, high-priority calendars for three C-suite principals simultaneously, resolving conflicts with sound judgement and minimal direction.
• Strategically protect executives time by prioritizing meetings, flagging scheduling conflicts, and ensuring alignment with organizational priorities and leadership rhythms.
• Coordinate and manage all scheduling for board meetings, leadership off-sites, all-hands events, and executive steering committees.
• Proactively prepare daily and weekly briefings, ensuring all principals are fully informed and prepared for every engagement.
• Serve as the primary communication hub between the CEO, President, COO and internal and external stakeholders, triaging inboxes, drafting high-quality correspondence, and ensuring timely follow-through.
• Demonstrate mature judgment in all communications with and on behalf of executives, knowing when to engage, when to hold back, and how to protect executive headspace during high-intensity periods.
• Exercise considerable discretion in managing sensitive and confidential communications on behalf of all principals.
• Prepare briefing documents, meeting agendas, talking points, and follow-up summaries for key engagements, including QBRs and company-wide communications from the CEO, President and COO.
• Plan and execute complex, multi-leg domestic and international travel itineraries including private and commercial air, ground transportation, accommodations, and visa and passport logistics.
• Anticipate and resolve travel disruptions in real time, ensuring executives are never without a contingency plan.
• Coordinate closely with executive protection personnel, security teams, and home-office staff on travel planning with full awareness of security requirements.
• Manage detailed travel budgets and reconcile expenses in accordance with company policy.
• Support the development of QBRs, board materials, and company-wide executive communications, including research, synthesis, deck preparation, and follow-up tracking.
• Manage sensitive visitor and guest protocols, including access management, NDA routing, and escort coordination.
• Build and maintain strong relationships with home-office staff, senior executive assistants, and department heads to ensure seamless information flow and operational alignment.
• Lead or assist with special projects and strategic initiatives as assigned by the principals.
• Manage vendor relationships, contractor agreements, and external service providers supporting the executive office.

Benefits

• Global, world-class team of experts in computer science, economics, finance, marketing, and law
• Offices in New York City and Miami
• Committed to diversity in the workplace and proud to be an Equal Opportunity Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Senior