Executive Assistant

Dover; New York (NY); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Private medical insurance (dental and–

Unlimited vacation policy

Regular team off-sites

401k plan

Job summary

Dots seeks an Executive Assistant to support its founders with high-trust, highly organized administrative and people-operations work. You will own calendars, travel, communications, and a mix of tasks to keep executives efficient and focused in a fast-moving startup environment.

You will draft communications, triage requests, and prepare materials for meetings, while maintaining discretion with sensitive information and coordinating cross-functional workflows across internal and external

Qualifications

• 3+ years of experience in startup executive support or similar high-ownership role.
• Experience supporting senior executives or founders in a fast-moving environment.
• Excellent calendar management and prioritization skills.
• Strong written communication and ghostwriting abilities for others.
• Experience coordinating complex domestic and international travel.
• Strong judgment on what needs attention and what can be delegated.
• Comfort handling confidential and sensitive information.
• Ability to manage multiple workstreams without losing details.
• Comfort taking on basic HR and people-operations responsibilities.

Responsibilities

• Manage complex calendars for both founders, including internal meetings, customer conversations, recruiting, travel and external commitments.
• Help founders prioritize their time, spot conflicts and ensure important work gets attention.
• Keep track of follow-ups, commitments and open threads to turn decisions into action.
• Anticipate founders' needs rather than waiting for tasks to be assigned.
• Draft and ghostwrite emails and other communications in the founders' voices.
• Triage inbound requests and determine what needs founders' attention.
• Prepare context and materials ahead of important meetings.
• Communicate with candidates, customers, investors, partners and other external stakeholders as appropriate.
• Own end-to-end travel planning including flights, hotels, transport and scheduling.
• Coordinate team and founder logistics for off-sites and events.
• Handle details before they become problems.
• Support lightweight HR and people operations tasks like interview scheduling and onboarding.

Skills

Executive support

Calendar management

Written communication

Travel coordination

HR basics

Confidentiality

Multitasking

Prioritization

Tools

Google Workspace

Slack

Notion

Linear

Job description

About Dots

Dots (usedots.com) is a Series A fintech backed by Y Combinator and DCM, building payout infrastructure for marketplaces and digital platforms. In the past year, we have grown our revenues by over 400%, and have built a deep base of loyal customers.

Since our founding 4 years ago, we have moved nearly $3 billion per year to more than 1 million payees across 190+ countries, helping businesses onboard, pay and manage recipients around the world.

The role

We're looking for an Executive Assistant to support Dots's founders.

This is a high-trust role for someone who is excellent at keeping two busy executives organized, protecting their time, and making sure important things don't fall through the cracks. You'll own calendars and travel, help manage priorities and communications, and take on a mix of administrative and people-operations work as needed.

We're looking for someone who understands how startups operate: priorities change quickly, not everything comes with a process, and good judgment matters as much as organization.

What you'll do

Executive support & priorities

• Manage complex calendars for both founders, including internal meetings, customer conversations, recruiting, travel and external commitments.

• Help the founders prioritize their time, spot conflicts and make sure the most important work gets attention.

• Keep track of follow-ups, commitments and open threads so decisions turn into action.

• Anticipate what the founders will need rather than waiting for every task to be assigned.

Communications

• Draft and ghostwrite emails, follow-ups and other communications in the founders' voices.

• Triage inbound requests and help determine what needs the founders' attention, what can wait and what can be handled without them.

• Prepare context and materials ahead of important meetings so the founders can walk in prepared.

• Communicate with candidates, customers, investors, partners and other external stakeholders on behalf of the founders when appropriate.

Travel & logistics

• Own end-to-end travel planning, including flights, hotels, transportation, scheduling and last-minute changes.

• Coordinate team and founder logistics for off-sites, events and other company travel.

• Handle the details before they become problems.

People & company operations

• Support lightweight HR and people operations, including interview scheduling, onboarding and offboarding coordination, employee documentation and other administrative processes.

• Help keep people-related workflows organized and make sure employees know where to go for what they need.

• Take on ad hoc operational projects when something important needs an owner.

About you

You're highly organized without being rigid. You can look at ten competing requests, understand which three matter and act accordingly.

You're comfortable working closely with founders, handling sensitive information and operating with a high degree of trust. You're an excellent written communicator and can adapt your voice depending on who you're speaking to.

You like being the person who creates order, removes friction and makes everyone around you more effective.

What you'll bring

• 3+ years of experience working at a startup, ideally in an executive support, operations or similarly high-ownership role.

• Experience supporting senior executives or founders in a fast-moving environment.

• Excellent calendar management and prioritization skills.

• Strong written communication and the ability to ghostwrite naturally on someone else's behalf.

• Experience coordinating complex domestic and international travel.

• Strong judgment about what needs attention, what can be delegated and what can wait.

• Comfort handling confidential and sensitive information.

• The ability to manage multiple workstreams without losing track of details.

• Comfort taking on basic HR and people-operations responsibilities.

Bonus points if you have

• Supported more than one executive at the same time.

• Worked at an early-stage or rapidly growing startup.

• Experience with recruiting coordination, onboarding or other people operations.

• Experience planning company off-sites or executive events.

• Built or improved systems for executive operations rather than simply inheriting them.

Tools we use

• Google Workspace

• Slack

• Notion

• Linear

What we provide

• Private medical insurance, including dental and vision

• Unlimited vacation policy

• Regular team off-sites

• 401k plan