Executive Assistant

Halcyon

9h • $90,000 - $120,000 • Remote

About The Position

Halcyon Tech, Inc. is seeking a highly motivated and organized Executive Assistant to support our Chief Customer Officer. Reporting directly to the CCO, this role provides critical administrative and operational support across a wide range of business functions. The Executive Assistant will work closely with multiple departments, including customer value & trust, sales, marketing, finance, and operations, to ensure seamless daily operations and effective management of executive-level activities.
This position is ideal for a detail-oriented professional who thrives in a fast-paced startup environment. The successful candidate will be proactive, adaptable, and capable of managing a dynamic workload with precision and efficiency. Ideally, we are looking for someone located on the east coast to best support the needs of the team.

Requirements

• Bachelor’s degree or equivalent experience in a related field.
• Proven experience as an Executive Assistant or in a similar role, preferably within a fast-paced or startup environment.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Strong problem-solving skills, with a proactive approach to identifying and resolving issues.
• Ability to work independently and as part of a team, with a high degree of ownership and accountability.
• Discretion and integrity in handling confidential information.
• Flexibility and adaptability to changing priorities and business needs.

Responsibilities

• Executive Support: Provide high-level administrative support to the CCO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Calendar Management: Oversee the CCO’s schedule, including arranging meetings, appointments, and ensuring all commitments are efficiently managed.
• Travel Coordination: Arrange domestic and international travel for executives, including flight bookings, accommodations, and ground transportation.
• Expense Reporting: Compile and process expense reports for the CCO and senior leadership, ensuring accuracy and timely submission.
• Email Management: Sort and respond to emails on behalf of the CCO when necessary, ensuring important communications are handled promptly.
• Meeting Coordination: Organize and prepare materials for executive meetings, including drafting agendas, taking minutes, and following up on action items.
• Event Planning: Assist with event planning for sales teams, including coordinating logistics for major industry events like BlackHat and RSA, and organizing team events.
• New Hire Onboarding: Provide support for the onboarding process of new hires, particularly for the sales team, ensuring a smooth and welcoming transition.
• Project Management: Assist in the planning and execution of special projects, working cross-functionally with teams to ensure timely completion and alignment with company objectives.
• Document Preparation: Prepare and edit documents, presentations, and reports for executive review, ensuring accuracy and a high standard of quality.
• Operational Support: Assist in the coordination of company events, board meetings, and other high-profile activities, ensuring all logistical details are handled efficiently.

Benefits

• Comprehensive healthcare (medical, dental, and vision) with premiums paid in full for employees and dependents
• 401k plan with a generous employer contribution
• Short and long-term disability coverage, basic life and AD&D insurance plans
• Medical and dependent care FSA options
• Flexible PTO policy
• Parental leave
• Generous equity offering

What This Job Offers

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