Executive Assistant

Evlo AI; New York (NY); Hybrid; USD 85,000 - 120,000; Full time

Job summary

Evlo AI is seeking an experienced executive assistant to serve as the operational backbone for senior leadership in a fast-growing tech environment. You will manage calendars, communications, travel, and cross-functional logistics for multiple executives, ensuring meetings run on time and priorities stay aligned.

The role offers exposure to leadership and board-level work, a hybrid New York-based team, and high-visibility responsibilities that require proactive anticipation of needs and discreet

Qualifications

• 3–6 years of executive assistant or office management experience supporting C-suite or VP-level leaders

Responsibilities

• Manage calendars for 2–3 executives across time zones and resolve scheduling conflicts
• Coordinate travel end-to-end including flights, hotels, and ground transport
• Prepare meetings, agendas, and notes; drive follow-up on action items
• Draft and triage confidential emails and correspondence for executives
• Own expense reporting and reconciliation and maintain finance records

Skills

Executive support

Calendar management

Written communication

Discretion with sensitive info

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Slack

Zoom

Navan

Expensify

Ramp

Job description

About The Role

The role is the operational backbone for senior leadership at a fast-growing technology company: managing calendars, communications, travel, and cross-functional logistics so executives can focus on high-leverage decisions. This is a high-visibility position with direct exposure to leadership and board-level work. You will anticipate needs before they are raised, protect executive time fiercely, and keep a fast-moving New York-based team organized across a hybrid work model. Success means leaders spend their hours on the right things, meetings run on time, and nothing falls through the cracks.

Key Responsibilities

• Manage complex, ever-changing calendars for 2-3 executives, resolving scheduling conflicts and prioritizing ruthlessly across time zones
• Book and manage domestic and international travel end-to-end, including flights, hotels, ground transport, and itinerary changes
• Coordinate executive meetings and offsites: prepare agendas, manage pre-reads, take notes, and drive follow-up on action items
• Draft, triage, and manage confidential email and correspondence on behalf of executives with sound judgment on what needs escalation
• Own expense reporting and reconciliation in tools like Expensify or Ramp, and maintain accurate records for finance
• Plan and execute team events, town halls, board meeting logistics, and onsite visitor coordination
• Build and improve operational processes — meeting rhythms, documentation, vendor management — that scale as the company grows

What We Are Looking For

• 3-6 years of executive assistant or office management experience supporting C-suite or VP‑level leaders, ideally in tech
• Expert-level proficiency with Google Workspace, Slack, Zoom, and calendar management at high volume
• Demonstrated discretion handling sensitive, confidential information including HR, financial, and board materials
• Strong written communication: polished drafting, crisp summaries, and precise follow-ups
• Experience with travel booking platforms and expense management tools (Navan, Expensify, Ramp, or similar)
• Bachelor's degree or equivalent practical experience
• Bonus: experience supporting founders or executives through rapid growth stages, familiarity with Notion or Confluence for documentation, or event-planning experience for offsites of 50+ people