Executive Assistant to the CEO

ROLE SUMMARY:

We are seeking an Executive Administrative Assistant to provide proactive, high-level support to senior leadership. This role requires discretion, precision, and polished communication skills, serving as a key liaison across departments and external partners. The ideal candidate is highly organized, anticipates needs, and thrives in a fast-paced, dynamic environment where excellence and professionalism are paramount. We are a dynamic early stage startup scaling quickly, and are looking for excellence and agility. Please do not apply if you are not comfortable with the pace and requirements of a venture-backed startup company.

Required EST time zone, preference for candidates located in the greater Philadelphia area.

KEY RESPONSIBILITIES:

Executive Support

• Provide administrative support to the CEO, President, and other company executives.
• Manage and maintain complex executive calendars, ensuring efficient scheduling of meetings, travel, and appointments.
• Act as a gatekeeper and point of contact, prioritizing requests, screening correspondence, and ensuring timely follow-up.
• Draft, edit, and proofread high-quality communications, presentations, reports, and meeting materials.
• Coordinate domestic and international travel arrangements, itineraries, and logistics.
• Support meeting preparation including materials, agendas, minutes, and follow-up items.
• Handle confidential and sensitive information with the highest degree of discretion.
• HR Support & Team Coordination
• Maintain internal team calendars and coordinate recurring team meetings and leadership huddles.

Manage recruitment, onboarding, and training logistics for all company roles. Support onboarding and training for new operational and administrative staff. Foster a positive, results-driven team environment through clear communication and collaboration. Track and manage action items, project deliverables, and cross-functional timelines. Assist in budget tracking, invoicing, and expense reporting with precision. Administrative Excellence Maintain organized systems for file management, contacts, and internal documentation. Take meeting minutes, track follow-ups, and ensure accountability across stakeholders. Plan and coordinate internal and external events, retreats, and business gatherings. Support special projects, strategic initiatives, and other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree or equivalent professional experience.
• ET Time Zone, Preference for candidates located within the greater Philadelphia area.
• Minimum of 2–5 years supporting C-suite or executive leadership in a high-demand setting.
• Superior written and verbal communication skills.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), calendar management tools, and virtual collaboration platforms (e.g., Zoom, Teams).
• Experience with Rippling, preferred.
• Excellent organizational and time-management skills with the ability to prioritize tasks independently.
• Strong interpersonal skills with a professional and approachable demeanor.
• Proven discretion and sound judgment when handling confidential information.
• Ability to remain flexible, resourceful, and efficient under pressure.

Experience working with start-ups required. This position is open to U.S. citizens who are legally authorized to work in the United States. We are unable to offer visa sponsorship at this time.