Executive Assistant

VTS; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

VTS is seeking an Executive Assistant to support our Chief Product Officer and Chief Technology Officer in New York. The role involves managing their calendars, coordinating communications, and handling travel arrangements.

Ideal candidates are highly organized, detail-oriented, and able to manage multiple priorities effectively. You will be the integral link in ensuring the executives can focus on their core responsibilities without administrative distractions.

Qualifications

• Proven experience in managing multiple competing priorities in a fast-paced environment.
• Ability to handle sensitive and confidential information with discretion.
• Capacity to serve as a trusted partner to senior executives.

Responsibilities

• Provide administrative support to senior executives.
• Manage a meeting-heavy calendar and changing priorities.
• Coordinate domestic and international travel arrangements.
• Prepare executives for meetings with agendas and materials.
• Facilitate effective cross-functional communication.

Skills

Organization

Attention to detail

Discretion

Google Workspace proficiency

Job description

As an Executive Assistant, you will serve as a trusted partner to senior executives, ensuring the seamless management of their day-to-day operations and helping maximize their effectiveness. Your responsibilities will include complex calendar management, travel coordination, communication support, and meeting preparation, as well as a variety of administrative and operational functions. This role requires exceptional organization, attention to detail, discretion, and the ability to anticipate needs in a fast‑paced, constantly evolving environment. In addition to supporting executives, you will collaborate closely with the people team, provide backup support as needed, and serve as a positive ambassador for our culture and values.

Location

This role requires working from our New York office Monday through Friday.

Responsibilities

• Provide administrative support to our Chief Product Officer and Chief Technology Officer
• Manage a meeting‑heavy calendar and stay on top of changing priorities, acting as a gatekeeper and partner
• Support executive communications and correspondence, ensuring timely follow‑up and coordination as needed
• Prepare executives for meetings by coordinating agendas, gathering materials, and ensuring all relevant information is available in advance
• Track action items, deadlines, and deliverables, proactively following up to ensure completion
• Assist with planning and coordination of company events, team gatherings, offsites, and employee engagement initiatives
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and logistics
• Prepare and submit accurate expense reports in a timely manner and maintain supporting documentation
• Facilitate effective cross‑functional communication and help remove administrative or operational roadblocks
• Partner with people operations and other departments, as needed, for event and office management assistance

Qualifications

• Highly organized and able to manage multiple competing priorities in a fast‑paced environment
• Demonstrates exceptional attention to detail and follow‑through, ensuring nothing falls through the cracks
• Exercises sound judgment and maintains the highest level of discretion when handling sensitive and confidential information
• Comfortable serving as a trusted partner to senior executives and understanding how to support their business priorities
• Proficient with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and other workplace productivity tools

EEO Statement

VTS embraces diversity and equal opportunity in a serious way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. All information will be kept confidential according to EEO guidelines.