Executive Assistant to President

Summary

Join Ava Labs as an Executive Assistant to the President and provide comprehensive administrative support to the President and other senior executives. Manage and prioritize executive calendars, coordinate meetings and travel arrangements, and handle confidential information. Prepare presentations, reports, and correspondence, and take meeting minutes. Assist in the coordination and execution of executive projects and initiatives. This hybrid role requires strong organizational and communication skills, proficiency in Microsoft Office and Google Workspace, and 5+ years of experience as an executive or administrative assistant, preferably in tech or a startup environment. The position is based in the NYC metro area and offers a salary range of $113,406 to $141,757.

Requirements

• 5+ years of proven experience as an executive assistant or administrative assistant, preferably in tech and/or start-up environment
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced setting
• Strong interpersonal and communication skills, with the ability to interact professionally with colleagues, clients, and stakeholders at all levels
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications, including Google Workspace
• Discretion and integrity in handling confidential information and sensitive matters
• Ability to work independently with minimal supervision and as part of a team
• Ability to work onsite in the NYC area in a hybrid work environment

Responsibilities

• Manage and prioritize the calendars of senior executives, with a heavy prioritization to the President, scheduling meetings, appointments, and conference calls
• Coordinate internal and external meetings, including agenda preparation, room bookings, and logistics arrangements
• Anticipate scheduling conflicts and proactively resolve them to optimize the use of executive time
• Arrange travel itineraries and accommodations for executives, including flights, hotels, and ground transportation
• Ensure travel plans align with business priorities and budgetary guidelines, seeking cost-effective options whenever possible
• Provide necessary travel documentation and support to facilitate smooth travel experiences
• Serve as the primary point of contact for internal and external inquiries directed to the senior executives
• Draft, proofread, and edit correspondence, presentations, and reports on behalf of the Executive team, ensuring accuracy and professionalism
• Prepare meeting agendas, materials, and presentations for Executive team meetings, leadership meetings, and client presentations
• Take meeting minutes, track action items, and follow up on decisions and deliverables to ensure timely execution
• Maintain organized records of meeting notes, documents, and presentations for reference and future use
• Manage email correspondence, prioritize incoming messages, and follow up on action items as needed
• Assist in the coordination and execution of Executive projects and initiatives, liaising with cross-functional teams and external partners as necessary
• Track project timelines, milestones, and deliverables, providing status updates and flagging any potential risks or issues
• Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times

Preferred Qualifications

Bachelor's degree in Business Administration, Communications, or related field (preferred)

Benefits

Salary Range: $113,406 to $141,757