Executive Assistant

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

Benefits offered by this job

Private medical insurance

Unlimited vacation policy

Regular team off-sites

401k plan

Job summary

Dots is seeking an Executive Assistant to support the founders. You will own calendars, travel, prioritization, and communications, helping keep two busy executives organized and productive.

In a fast-moving startup, you’ll build process where none exists, ghostwrite emails in the founders' voices, coordinate domestic and international travel, and partner on people-ops tasks as needed to keep the business moving forward.

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Operations

Written communication

Judgment / prioritization

Confidential information handling

Multi-tasking

HR basics

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.

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’ve 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