Executive Assistant
The U.S. construction permitting process is a black box. Over 500,000 forms and 20,000 processes, yet 95% of cities use the same building code. Every permitting delay costs businesses revenue, stalls expansion, and disrupts construction schedules.
About The Role
We're a Series B tech company (90 people, NYC HQ) growing quickly and building for scale. This Executive Assistant will serve as a strategic operational partner to our executive team — managing the day-to-day administrative needs of each exec, enabling them to stay focused, aligned, and moving fast. This is a high-visibility, high-trust role that requires strong judgment, exceptional organization, and the ability to context-switch across multiple leaders and workstreams simultaneously.
Responsibilities
Manage complex, high-volume calendars for multiple executives — balancing competing priorities, resolving conflicts, and protecting focus time
Coordinate internal and external meetings across time zones, ensuring all parties have what they need in advance
Anticipate scheduling needs proactively rather than reactively
Own end-to-end travel planning for all executives — flights, hotels, ground transport, and visa coordination
Prepare detailed itineraries and ensure smooth execution across domestic and international trips
Process and reconcile travel and expense reports on behalf of the team
Clock in all board meetings logistics — venue, materials distribution, attendee management, and follow-up tracking
Support Chief of Staff in compiling and formatting board decks, pre-read materials, and post-meeting action items
Maintain board calendar, manage board member communications, and track deliverable deadlines ahead of each meeting cycle
Support investor meeting coordination and board observer logistics
Prepare agendas, briefing docs, and follow-up materials for executive meetings
Triage and draft communications on behalf of executives as needed
Take and distribute notes for key leadership meetings; track action items to completion
Handle special projects and research tasks as assigned across the exec team
Help serve as a connective layer between leadership and the broader organization alongside the Chief of Staff
Support onsite logistics for executive offsites, team events, and leadership summits
Requirements
3–5 years supporting multiple senior leaders or a C-suite team in a fast-paced environment
Proven ability to manage competing priorities across multiple stakeholders simultaneously
Strong written communication — clear, concise, and appropriately toned for executive-level correspondence
Absolute discretion with confidential information
Proficiency with Google Workspace and Slack; quick to pick up new tools
Proactive, low-ego, high-ownership mindset
Qualifications
Nice to Have: Experience at a startup or high-growth tech company
Prior involvement in board meeting coordination or investor relations support
Familiarity with project management tools like Notion or Asana
Experience supporting more than 5 executives at once
Skills
Exceptional organizational skills
Strong attention to detail
Excellent communication and interpersonal skills
Ability to prioritize and manage multiple tasks simultaneously
Proficiency with project management tools
Benefits
Competitive Compensation - Generous base salary & access to our Employee Equity Program, so you can grow with us
Performance-Based Annual Bonuses - Rewards for high-impact results and contributions that move the needle
Premium Health Coverage - Comprehensive medical, dental, and vision insurance for full-time team members and their families
401(k) Retirement Plan - Helping you invest in your future with smart saving options
Parental Leave - Generous parental leave for all parents to support your growing family
Wellness Support - Monthly Wellness Stipend and full access to Wellhub, Talkspace, & Teladoc for your physical and mental well-being
Weekly Team Lunches - Enjoy catered lunches every week in our NYC office
Great food, better company
Company-Wide Team All Hands - Held twice a year, fostering transparency, alignment, and inspiration
Team-Building Events - Regular opportunities to connect, collaborate, and celebrate as a team
Unlimited PTO - Flexible time off so you can recharge, travel, or take care of life as needed
Hybrid Work Environment – Our team thrives on collaboration, so we’re in the office 4 days per week. In the summer, we switch to a 3-day in-office schedule to give everyone extra flexibility
Pay
Competitive compensation package including base salary and access to our Employee Equity Program.
Schedule
Flexible work schedule with 4 days in the office per week, switching to a 3-day in-office schedule in the summer for additional flexibility.