Executive Assistant

Altana; Brooklyn (OH); On-site; USD 75,000 - 120,000; Full time

Benefits offered by this job

Competitive base salary

Learning & development

Health benefits

Paid time off

Equity program

Parental leave

Job summary

Altana is seeking an experienced Executive Assistant to the Growth team in the United States. You will manage complex calendars, coordinate meetings across international time zones, arrange travel for executives, and handle high-level relationship management with internal teams and external partners.

The role requires strong discretion, proactive problem-solving, and proficiency with AI tools. You will support multiple senior leaders in a fast-paced, high-growth startup environment and

Qualifications

• 5+ years of Executive Assistant experience supporting multiple senior leaders in a fast-paced, high-growth company.
• Excellent interpersonal and written/verbal communication across diverse stakeholders.
• Proactive, highly organized with rigorous attention to detail; proficient with AI tools.

Responsibilities

• Calendar management: coordinate complex calendars, identify conflicts, prioritize engagements, and communicate with stakeholders.
• Meeting coordination: arrange internal/external meetings across time zones, prepare agendas and follow-ups.
• Travel arrangements: organize executive travel, including transportation, accommodations, and events.
• Expense management: process and manage expense reporting with accuracy and policy compliance.
• Relationship management: act as primary contact between executives, teams, and external partners.
• Event coordination: plan and execute internal and external events, manage vendors and budgets.
• Support team backup: cover for other EAs and support staff as needed.

Skills

Calendar management

Meeting coordination

Travel arrangements

Expense reporting

Relationship management

Event coordination

Discretion & confidentiality

AI tools familiarity

Cross-functional collaboration

Tools

Google Suite

Slack

MS Office

Apple products

Job description

• Calendar Management: Meticulously manage and coordinate complex calendars for the Growth team,proactively identifying conflicts, prioritizing critical engagements, and communicating clearly with internal and external stakeholders to ensure seamless scheduling
• Meeting Coordination: Arrange internal and external meetings across international time zones, coordinating logistics and ensuring preparedness, including agendas, materials distribution, and timely follow-ups
• Travel Arrangements: Organize and manage comprehensive travel itineraries for executives, including transportation, accommodations, stakeholder coordination, event participation, and meal arrangements. Provide detailed, proactive, and timely support to accommodate last-minute changes and evolving needs
• Expense Management: Process and manage expense reporting for executives with accuracy, diligence, and timeliness, ensuring compliance with company policies and efficient reimbursement procedures
• Relationship Management: Act as a primary point of contact between executives, internal teams, and external partners, representing the executive team professionally and effectively at all times
• Event Coordination: Plan and execute internal and external events, working with stakeholders to conceptualize, secure vendors, manage budget, and oversee logistics
• Support Team Backup: Provide coverage for other EAs and support staff as necessary

Benefits

• Competitive base salary: We offer competitive base salaries to recognize the incredible work our employees do.
• Learning & development: We support your development through regular performance check-ins and offer financial support for Learning and Development initiatives.
• Health benefits: We offer full global benefits, including a 100% employer-paid plan and tax-advantaged HSA and FSA options in the US.
• Paid time off: We provide a generous PTO policy, including paid sick time, to support your well-being in and out of the office.
• Equity program: We instill ownership by offering competitive new hire equity grants, plus the opportunity to gain more equity along the way.
• Parental leave: We offer up to 26 weeks of fully paid parental leave to support you and your family.

Exceptional interpersonal and communication skills, both verbal and written; adept at engaging with diverse stakeholders at all organizational levelsStrong collaboration skills across cross-departmental groups to align on objectives5+ years of Executive Assistant experience supporting multiple senior leaders, preferably within a fast-paced, high-growth organizationStrong discretion, judgment, and professionalism in managing confidential and sensitive informationComfort using AI tools (e.g., ChatGPT, Claude) to work more efficientlyProven track record of working across multiple workstreams and ability to prioritize tasks and requestsHighly organized with the proven ability to manage multiple calendars, prioritize effectively, and execute tasks with rigorous attention to detailAdvanced proficiency with productivity tools, including Google Suite, Slack, MS Office (Word, Excel, PowerPoint, Outlook), and Apple productsProactive, solutions-oriented mindset, capable of anticipating executive needs and independently addressing issues to enhance productivity and efficiencyBackground supporting a sales or go-to-market teamsExperience at a high-growth tech startupExperience planning conferences, offsites, or customer events