Executive Assistant

Altana; New York (NY); On-site; USD 115,000 - 125,000; Full time

Benefits offered by this job

Flexible Time Off

Paid Parental Leave

Health Benefits

Supplemental Benefits

401(k) Savings

Commuter Benefits

Wellness

Pet Insurance

Employee Assistance Program

Dependent Care FSA

Job summary

Altana, the network for trusted trade, seeks an Executive Assistant to support the Growth leadership team. You will manage calendars, coordinate international travel, and oversee expenses to ensure smooth operations while protecting sensitive information.

Based in Brooklyn with office relocation planned to Midtown Manhattan in 2027, candidates must be onsite at least 3 days a week. Salary range US$115,000–$125,000 plus comprehensive benefits.

Qualifications

• 5+ years of Executive Assistant experience supporting multiple senior leaders.
• Highly organized with the proven ability to manage multiple calendars and prioritize tasks with meticulous attention to detail.
• Exceptional interpersonal and written communication, engaging with diverse stakeholders at all levels.
• Proactive, solutions-oriented mindset and ability to anticipate executive needs.
• Strong discretion and professionalism handling confidential information.
• Advanced proficiency with productivity tools including Google Suite, Slack, MS Office, and Apple products.
• Experience at a high-growth tech startup or supporting sales/go-to-market teams is a plus.

Responsibilities

• Manage complex calendars for the Growth leadership team across time zones.
• Coordinate internal and external meetings, prepare agendas, materials, and follow-ups.
• Arrange comprehensive travel itineraries including transportation, lodging, and logistics.
• Process and track expense reporting in line with company policies.
• Serve as a primary contact between executives, teams, and external partners.
• Plan and oversee internal and external events, vendors, and budgets.
• Provide backup support to other EAs and support staff.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Proactive problem solving

Tools

Google Suite

Slack

MS Office

Apple devices

Job description

Altana is the network for trusted trade. Our AI-powered product network empowers governments and businesses to build a more resilient and secure global economy while keeping trade flowing.

The Opportunity at Altana

We are seeking an Executive Assistant to provide dedicated administrative support to Altana’s Growth leadership team. In this integral role, you will manage complex calendars, coordinate travel, and oversee expenses to ensure smooth and efficient operations for the Growth leadership team. The ideal candidate will serve as a reliable partner, demonstrate exceptional organizational skills, and exercise sound judgment to balance multiple priorities and maintain discretion in handling sensitive information.

You Will

• Calendar Management: Meticulously manage and coordinate complex calendars for the Growth team, proactively identifying conflicts, prioritizing critical engagements, and communicating clearly with internal and external stakeholders to ensure seamless scheduling.
• Meeting Coordination: Arrange internal and external meetings across international time zones, coordinating logistics and ensuring preparedness, including agendas, materials distribution, and timely follow-ups.
• Travel Arrangements: Organize and manage comprehensive travel itineraries for executives, including transportation, accommodations, stakeholder coordination, event participation, and meal arrangements. Provide detailed, proactive, and timely support to accommodate last-minute changes and evolving needs.
• Expense Management: Process and manage expense reporting for executives with accuracy, diligence, and timeliness, ensuring compliance with company policies and efficient reimbursement procedures.
• Relationship Management: Act as a primary point of contact between executives, internal teams, and external partners, representing the executive team professionally and effectively at all times.
• Event Coordination: Plan and execute internal and external events, working with stakeholders to conceptualize, secure vendors, manage budget, and oversee logistics.
• Support Team Backup: Provide coverage for other EAs and support staff as necessary.

You Have

• 5+ years of Executive Assistant experience supporting multiple senior leaders, preferably within a fast-paced, high-growth organization.
• Highly organized with the proven ability to manage multiple calendars, prioritize effectively, and execute tasks with rigorous attention to detail.
• Exceptional interpersonal and communication skills, both verbal and written; adept at engaging with diverse stakeholders at all organizational levels.
• Proactive, solutions-oriented mindset, capable of anticipating executive needs and independently addressing issues to enhance productivity and efficiency.
• Strong discretion, judgment, and professionalism in managing confidential and sensitive information.
• Advanced proficiency with productivity tools, including Google Suite, Slack, MS Office (Word, Excel, PowerPoint, Outlook), and Apple products.
• Strong collaboration skills across cross-departmental groups to align on objectives.
• Proven track record of working across multiple workstreams and ability to prioritize tasks and requests.
• Comfort using AI tools (e.g., ChatGPT, Claude) to work more efficiently
• Nice to have:
  • Experience at a high-growth tech startup
  • Background supporting a sales or go-to-market teams
  • Experience planning conferences, offsites, or customer events.

This role is currently based in Brooklyn, NY, USA until a planned office relocation to Midtown Manhattan in the Summer of 2027. Candidates must be within commuting distance from our current and future office locations and be willing to be onsite at least 3 days a week.

US Salary Range And Benefits

$115,000 - $125,000 USD

Benefits

• Flexible Time Off: Altana operates with a Flexible Time Off (FTO) policy that gives you agency over your own time off so you can maximize your work-life balance.
• Parental Leave: We offer industry leading Paid Parental Leave (PPL), providing 14 weeks of leave for non-birthing, adoptive, and foster parents and up to 26 weeks of leave for birthing parents, all paid at 100% of your base salary.
• Health Benefits: We have a full suite of medical, vision, and dental benefits with generous employer contributions, designed to give you flexibility and choice for your individual health situation. Our high deductible health plan is 100% employer paid for employees and supplemented with an employer contribution to your Health Savings Account (HSA). There is also a Flexible Spending Account (FSA) option.
• Supplemental Benefits: Altana provides life, short- and long-term disability, and AD&D insurance coverage, all at no cost to you, so you know that you and your loved ones are covered in case of an emergency.
• 401(k) Savings: Save for and invest in your future using our Fidelity 401(k) retirement savings program.
• Commuter Benefits: Save money on your commute by setting aside pre-tax funds for public transit or parking!
• Wellness: Because we value mental and emotional health, every Altana employee has access to a free premium subscription to Calm, the #1 app for meditation, sleep, and mindfulness.
• Pet Insurance: Pets are family too! Keep them healthy with Wishbone insurance and / or our Total Pet vet service and telehealth discount plan.
• Employee Assistance Program: Free access to confidential personal support.
• Dependent Care FSA: You will have access to a Dependent Care FSA, which allows you to set aside pre-tax funds for childcare expenses.

The recruiter assigned to this role can share more information about the specific compensation and benefit details associated with this role during the hiring process.

Our Values

Our values are the core beliefs that shape who we are, what we stand for, and how we behave. They form the foundation of Altana’s culture and integrity and guide how we hire, design, build, and connect with each other and our customers.

• Trust: Our customers and partners entrust us with missions of the highest importance. We honor that by keeping our word, meeting commitments, and ensuring every action we take reinforces confidence in us. We rely on each other to deliver, to speak openly, and to hold ourselves accountable.
• Resilience: In a world of uncertainty and complexity, our work must withstand challenges, evolve with conditions, and ensure reliability over time. Resilience is both how we operate and what we deliver. It’s how we respond when things don’t go to plan –– we adapt, we support each other, and we keep moving forward.
• Stewardship: We are stewards of every mission we touch. Because our work impacts lives and futures, we hold ourselves accountable to delivering mission impact and never compromising. Our responsibility extends beyond individual projects to the broader system of global trade. We believe that stewardship starts from within so that we can bring focus, creativity, and excellence to our work. Each of us is personally responsible for fostering a workplace where people can thrive. And we are stewards of the greater good of the company. By holding ourselves and each other accountable, we build a culture of innovation and collective success that reflects the scale of our mission.
• Courage: Courage is what unlocks the seemingly impossible for our customers. It’s the core value that drives us make bold moves and take on big, complicated network problems—the ones others avoid. We know success isn't guaranteed, but we have the audacious vision to believe a solution is possible and to build it. Courage fuels our growth mindset. It means embracing challenges that make us stronger, and it’s demonstrated by how we approach hard conversations and complex projects.

At Altana, we believe that a diverse workforce enables greater creativity, performance, and adaptability. We’re proud to be an equal opportunity employer and welcome you to join us as you are. Our employment opportunities and decisions are based on business needs and individual qualifications, without regard to race, color, religious creed, national origin, ancestry, age, physical or mental disability, medical condition, marital status, sexual orientation, gender identity or expression, genetic information, family care or medical leave status, military or veteran status, or any other characteristic protected by the laws or regulations in the areas in which we operate. We prohibit discrimination and harassment of any type, in any situation.