Executive Assistant

Summary

Join Halcyon Tech, Inc. as a highly motivated Executive Assistant to support our senior leadership team. This role provides critical administrative and operational support across various business functions, working closely with multiple departments. You will manage calendars, schedule meetings, coordinate travel, handle expense reports, and manage emails for the CMO. Additional responsibilities include meeting coordination, event planning, new hire onboarding, and project management. 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. This is a remote position located on the East Coast.

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

• Provide high-level administrative support to the CMO, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Oversee the CMO’s schedule, including arranging meetings, appointments, and ensuring all commitments are efficiently managed
• Arrange domestic and international travel for executives, including flight bookings, accommodations, and ground transportation
• Compile and process expense reports for the CMO, ensuring accuracy and timely submission
• Sort and respond to emails on behalf of the CMO when necessary, ensuring important communications are handled promptly
• Organize and prepare materials for executive and team meetings, including drafting agendas, taking minutes, updating weekly update processes and following up on action items
• Assist with event planning for marketing teams, including coordinating logistics for major industry events like BlackHat and RSA, and organizing team events
• Provide support for the onboarding process of new hires, particularly for the marketing team, ensuring a smooth and welcoming transition
• Assist in the planning and execution of special projects, working cross-functionally with teams to ensure timely completion and alignment with company objectives

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