Executive Assistant

newlabcareers; New York (NY); On-site; USD 67,000 - 75,000; Full time

Benefits offered by this job

Bonus program

Comprehensive benefits

Job summary

Newlab is seeking a highly organized Executive Assistant to support our Global Head of Business and SVP of Operations. You will manage calendars, coordinate travel, and handle day-to-day logistics to keep leaders focused on top priorities.

This role offers exposure to a fast-moving tech-enabled business at the intersection of industry and economic development, with a chance to grow early in your career while learning from senior leaders.

Qualifications

• Experience in an administrative support or executive assistant role.
• Highly organized and process-oriented with the ability to track multiple items.
• Diplomatic assertiveness; manage up with tact and professionalism.
• Anticipatory acumen for calendar crunches and prep gaps.
• Discretion and sound judgment with sensitive business matters.
• Independent judgment balancing priorities across senior executives.
• Familiarity with Google Workspace, MS Office, and Slack.

Responsibilities

• Manage day-to-day scheduling for the Global Head of Business and SVP of Operations.
• Coordinate meetings, travel, and follow-ups; protect focus time.
• Prepare itineraries and submit monthly expense reports.
• Triage communications and escalate time-sensitive matters.
• Maintain visibility of commitments and action items across teams.

Skills

Executive support

Calendar management

Travel coordination

Project tracking

Prioritization

Communication

Discretion

Collaboration

Tools

Google Workspace

Microsoft Office

Slack

Job description

Role overview

Newlab is looking for a highly organized, proactive, and resourceful Executive Assistant to support our Global Head of Business and SVP of Operations.

This is an opportunity for someone early in their career who enjoys keeping things organized, solving problems, and helping busy teams operate effectively. You’ll play an important role in managing schedules, coordinating meetings and travel, tracking follow-ups, and making sure the day-to-day details are taken care of so our leaders can focus on their highest priorities.

You’ll work closely with two senior leaders and collaborate with colleagues across Newlab’s locations and functions, gaining exposure to a fast-moving business working at the intersection of technology, industry, and economic development.

The ideal candidate is detail-oriented, dependable, comfortable juggling multiple priorities, and eager to learn. We’re looking for someone who takes pride in being helpful, follows through on commitments, and brings a positive, solutions-oriented approach to their work.

Key responsibilities

• Executive Support & Calendar Management
  Manage day-to-day scheduling and calendars for Emilie and Dan, ensuring their time reflects their most important business priorities.
  Help prioritize incoming meeting requests, protect focus time, and ensure schedules are organized around key commitments.
  Look ahead to anticipate scheduling conflicts, upcoming meetings, travel needs, and other logistical considerations.
  Serve as a friendly and responsive point of contact for internal and external stakeholders coordinating with the executives.
  Develop a strong understanding of priorities, proactively identifying competing demands, escalating time-sensitive decisions, and ensuring appropriate attention is given to the highest-impact initiatives.
• Meeting Coordination, Preparation & Follow-Through
  Schedule regular team meetings, project reviews, and recurring check-ins across the commercialization and finance/operations groups.
  Coordinate pre-meeting preparation: follow up with meeting owners to ensure agendas, presentations, and background reading are ready and distributed well in advance.
  Identify when a team member needs a quick pre-alignment conversation with Emilie or Dan before a broader review, and get it on the calendar.
  Track meeting outcomes, capture clear next steps, and follow up with team members on their action items to keep projects moving.
  Maintain visibility into key executive commitments, decisions, and follow-ups across meetings, correspondence, and ongoing initiatives, proactively flagging items requiring attention or escalation.
• Administrative support and logistics
  Book travel arrangements and build clear, detailed travel itineraries.
  Organize logistics for internal team gatherings, reviews, and occasional offsites.
  Prepare and submit monthly expense reports.
  Serve as an approachable, organized point of contact for colleagues looking to connect with Emilie and Dan.
  Support executive correspondence, including triage, drafting routine communications, coordinating responses, and flagging time-sensitive matters requiring executive attention.

Qualifications and qualities

• Relevant experience: Proven experience in an administrative support or executive assistant role, with a track record of supporting busy leaders.
• Project management mindset: Highly organized and process-oriented. Able to track multiple moving pieces, coordinate project reviews, and ensure tasks do not slip through the cracks.
• Diplomatic assertiveness: Comfortable managing up, nudging colleagues for overdue prep materials, and holding people accountable to deadlines with tact, warmth, and professionalism.
• Anticipatory acumen: The habit of looking a week or two ahead to spot calendar crunches, prep gaps, or logistical conflicts before they become problems.
• Discretion and judgment: High integrity and sound judgment when handling sensitive business and financial matters.
• Independent judgment: Able to balance competing priorities across multiple senior executives, exercise sound judgment, and proactively resolve conflicts with minimal direction.
• Comfort with technology: Familiarity with Google Workspace, Microsoft Office, Slack, and similar tools, with an interest in learning new systems.
• Collaborative mindset: Enjoys working with others, is willing to jump in where needed, and approaches challenges with a positive, can-do attitude.

Compensation & Benefits

• We expect this role’s base salary to be $67,000 - $75,000 commensurate with the candidate’s experience.
• Eligible for a bonus program.
• Comprehensive benefits.