Executive Assistant
About The Position
Parallel Systems is pioneering autonomous battery-electric rail vehicles designed to transform freight transportation by shifting portions of the $900 billion U.S. trucking industry onto rail. Our innovative technology offers cleaner, safer, and more efficient logistics solutions. Join our dynamic team and help shape a smarter, greener future for global freight. We’re looking for a highly organized, detail-oriented Executive Assistant to directly support our CEO and help drive efficiency across their day. You’ll act as a strategic partner - managing complex schedules, handling communications, and ensuring our CEO is always prepared and focused. In addition to your executive support responsibilities, you’ll oversee office management duties to ensure the workspace runs smoothly and remains a productive environment for our team. This is an exciting opportunity to play a central role at the heart of the company, working closely with leadership and influencing company culture.
Requirements
- 4+ years of experience as an Executive Assistant, supporting a C-level executive
- Exceptional organizational and time management skills
- Strong written and verbal communication
- Ability to multitask and prioritize in a fast-paced environment
- A high degree of professionalism and discretion
- Proficiency with Office 365, Slack, Zoom, and other common office tools
Nice To Haves
- Experience working in a startup or high-growth company
- Event coordination or office management experience
- Familiarity with tools like Fyle, Navan and Greenhouse
Responsibilities
- Own the CEO’s calendar end-to-end, proactively resolving conflicts, coordinating across time zones, triaging meeting requests against the CEO’s top priorities, and protecting time for high-impact work
- Optimize the CEO’s inbox, ensuring emails are routed and addressed in a timely manner, including ghostwriting for the CEO as needed
- Coordinate the CEO’s domestic and international travel arrangements, including flights, lodging, ground transportation, and travel briefs outlining meeting agendas, participants, and context
- Prepare meeting materials, take notes, and track follow-ups
- Anticipate needs and proactively remove barriers to the CEO’s effectiveness
- Handle sensitive and confidential information with discretion
- Support special projects, sometimes in partnership with the Chief of Staff
- Oversee day-to-day office operations to maintain a clean, efficient, and welcoming environment, with support from the Front Desk Administrator and Shop team as needed
- Serve as the point of contact for VIP onsite visitors
- Maintain and improve internal systems such as company directories for important documents including NDAs and contracts
- Support planning and execution of in-office events, company gatherings, and team offsites
- Assist with space planning to ensure the workspace can accommodate company growth and team synergies
Benefits
- Fair and transparent compensation
Stand Out From the Crowd
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
