Executive Assistant

Stealth Startup; Northbrook (IL); On-site; USD 90,000 - 150,000; Full time

Job summary

MagiCar is seeking a highly organized Executive Assistant to support our CEO and leadership team onsite in Northbrook, IL. This role is a strategic partner who helps leaders optimize time, prioritize initiatives, and advance critical projects in a fast-moving startup environment.

The ideal candidate thrives in ambiguity, balances competing priorities, and maintains confidentiality while driving operational excellence and executive-level communications.

Qualifications

• 7+ years as an executive assistant supporting C-level leaders or founders.
• Experience in startups or fast-paced tech environments.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities with minimal direction.
• Discretion, confidentiality, and professional conduct.

Responsibilities

• Provide executive support to the CEO and leadership team, including calendar and meeting coordination.
• Design and maintain systems, processes, and reporting to improve execution and efficiency.
• Coordinate travel, events, and external engagements with attention to detail.
• Drive strategic projects and partner with People, Finance, Recruiting, and Operations as needed.

Skills

Executive support

Calendar management

Cross-functional collaboration

Communication

Discretion & confidentiality

AI tooling proficiency

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Asana

Job description

About the Company

MagiCar (Magic Car, LLC) is an early-stage robotics company building automated systems for vehicle servicing. Founded in 2026 by the team behind LightSpeed and led by founder and CEO Biju Kulathakal, we're developing robotic automation technology that reimagines how vehicles are serviced. As a newly launched venture moving from proof-of-concept toward commercialization, we offer the rare chance to shape a company, a product, and a category from the ground up. We're based in the Chicago area (Northbrook, Illinois).

The Role

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our CEO and executive leadership team onsite in our Northbrook, IL location. This is more than a traditional administrative role. You will serve as a strategic partner who helps leaders maximize their time, prioritize effectively, and keep critical initiatives moving forward.

The ideal candidate thrives in ambiguity, anticipates needs before they arise, and enjoys solving problems independently. You are comfortable balancing competing priorities, maintaining confidentiality, and operating in an environment where no two days look the same.

What You'll Do

Executive Support

• Manage complex and rapidly changing calendars across multiple executives.
• Coordinate internal and external meetings, board meetings, investor meetings, and customer visits.
• Prioritize competing requests and ensure leadership focus remains aligned with company objectives.
• Prepare meeting agendas, briefing materials, presentations, and follow-up action items.
• Draft and manage executive communications, correspondence, and presentations.

Operational Excellence

• Leverage AI tools such as Claude, Gemini, and Google AI Studio to automate workflows, accelerate research, draft communications, and improve operational efficiency.
• Evaluate and implement emerging AI tools and processes that create leverage for executives and enhance team productivity.
• Design and maintain systems, processes, and reporting mechanisms that improve organizational effectiveness and executive execution.
• Track key initiatives, deadlines, and cross-functional deliverables, ensuring priorities remain on schedule and stakeholders stay aligned.
• Prepare leadership reports, dashboards, and board materials while handling sensitive and confidential information with discretion and professionalism.

Travel & Event Coordination

• Coordinate domestic and international travel, including detailed itineraries and logistics.
• Support executive participation at conferences, industry events, customer meetings, and recruiting events.
• Assist with company offsites, team events, leadership meetings, and special projects.

Strategic Project Support

• Drive special projects on behalf of leadership, ensuring accountability and execution.
• Follow up on action items and keep initiatives on track.
• Assist with onboarding executive hires and key stakeholders.
• Partner with People, Finance, Recruiting, and Operations teams on cross-functional initiatives.
• Startup Scaling
• Help establish operational rhythms as the company grows.
• Identify opportunities to automate and streamline administrative workflows.
• Act as a trusted partner who can flex between strategic work and day-to-day execution.
• Contribute to building a high-performance culture grounded in collaboration, accountability, and execution.

What We're Looking For

• 7+ years of Executive Assistant experience supporting C-level executives, founders, or senior leadership teams.
• Experience working in a startup, high-growth technology company, or fast-paced operating environment.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with minimal direction.
• High level of professionalism, discretion, and confidentiality.
• Strong attention to detail and follow-through.
• Proficiency with Google Workspace, Microsoft Office, Slack, Zoom, and modern productivity tools.
• Advanced proficiency with AI tools including Claude, ChatGPT, Gemini, Google AI Studio, and similar platforms, with demonstrated ability to leverage AI to automate workflows, conduct research, draft communications, summarize information, and improve operational efficiency.
• Demonstrated ability to anticipate needs, identify opportunities for process improvement, and solve problems proactively.

Nice to Have

• Experience supporting executives in deep tech, manufacturing, robotics, AI, energy, aerospace, defense, or construction technology.
• Experience coordinating board meetings and investor relations activities.
• Familiarity with project management tools such as Asana, Notion, Jira, Monday.com, or Airtable.
• Experience working in an environment undergoing rapid growth and organizational scaling.

Success in This Role

In your first year, you will:

• Create leverage for the executive team by improving operational efficiency.
• Establish scalable processes that support company growth.
• Become a trusted partner to leadership and key stakeholders.
• Help ensure critical priorities move forward on time and with excellence.
• Contribute meaningfully to building the foundation of a world-class organization.
• This role is ideal for someone who enjoys being at the center of a fast-moving company, loves creating order from complexity, and wants to have a direct impact on the success of an ambitious mission-driven organization.