Executive Assistant

Veho; United States; On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Competitive salary

Equity opportunities

Paid time off

401(k) plan

Medical, dental, and vision insurance

Life insurance

Disability insurance

FSA & HSA accounts

Parental leave

Wellness programs and discounts

Job summary

Veho is seeking an experienced Executive Assistant to support the executive team, handling calendar management, travel arrangements, and document preparation with a strong emphasis on discretion and efficiency.

You will be the first point of contact for guests, candidates, and stakeholders, coordinating meetings, preparing materials, and assisting with onboarding and office operations in a fast-paced startup environment.

Qualifications

• 5+ years of experience supporting C-level executives in fast-paced environments.
• Strong organizational and time-management skills with the ability to multitask.
• Excellent written and verbal communication, professional email and reporting.
• Proficiency using AI tools to enhance productivity and automate tasks.

Responsibilities

• Manage executive calendars, meetings, and events to optimize time management.
• Coordinate complex travel arrangements and itineraries.
• Prepare and edit correspondence, reports, and presentations.
• Screen and prioritize emails for executive team, including drafting initial replies with AI assistance.
• Organize board and leadership meetings, including agenda prep and minute-taking when needed.
• Greet guests at the front desk and provide top-tier reception support.
• Oversee office supplies, vendors, and deliveries; coordinate facilities tasks.
• Support onboarding logistics for new hires and assist with personal executive tasks as needed.

Skills

Calendar management

Travel coordination

Discretion & confidentiality

AI tools proficiency

Communication skills

Office management

Google Suite

Education

Experience: 5+ years in EA role

Tools

Google Workspace

Job description

• You’ll be the right hand to our executive team, playing a pivotal role in the success of Veho
• You’ll wear many hats – from adept scheduler and confidential document handler to project prioritizer and problem solver
• But through it all, your dedication to organization, discretion, and proactive problem-solving will keep things running like clockwork
• A keen focus on leveraging AI tools and maximizing productivity will be essential to success in this role
• You’ll also be the one who keeps our office running and makes a great first impression on everyone who walks through the door – from stocking the kitchen to greeting guests and candidates at the front desk
• Manage the executive team’s calendar, scheduling meetings, appointments, and events to optimize time management
• Coordinate complex travel arrangements, including flights, accommodations, and itineraries
• Prepare and edit correspondence, reports, presentations, and other documents
• Adjust priorities dynamically in response to the fast-paced and evolving needs of a growing company
• Be available outside of standard hours to address urgent matters as needed
• Screen and prioritize emails and inquiries for the executive team, ensuring timely responses, potentially leveraging AI for filtering and initial drafts
• Represent the executive team in professional communications when required
• Organize board meetings, leadership team meetings, and offsite events, including agenda preparation and minute‑taking when needed
• Ensure the executive team is prepared for meetings with briefing materials and necessary documentation
• Provide occasional personal support to the executive team, such as managing personal appointments or errands
• A focus on process improvement, maximizing productivity through the use of AI
• Serve as the welcoming face of the office - greet and route guests, candidates, and investors, and manage door/access for visitors
• Order and replenish office snacks and supplies on a recurring schedule, keeping the supply closet organized and stocked ahead of need
• Manage office vendors and coordinate deliveries, serving as the point of contact for routine supply and vendor questions
• Set up and take down food orders, and help organize recurring office meals and events
• Keep common areas, meeting rooms, and restrooms tidy, stocked, and presentable, including daily kitchen upkeep (coffee setup, dishwasher, weekly fridge clean-out)
• Support new‑hire, first‑day onboarding logistics

Benefits

• Competitive salaries
• Meaningful equity opportunities
• Paid time off
• 401(k) retirement plan
• Medical, dental, and vision insurance
• Life insurance
• Short & long‑term disability insurance
• FSA & HSA accounts
• Paid parental leave
• Wellness programs, perks, and discounts

• A warm, professional presence – comfortable being the first point of contact for guests, candidates, and visitors
• Strong attention to detail, ensuring accuracy in all tasks and materials
• Proficiency using AI tools and a willingness to explore new technologies to enhance productivity
• Demonstrated ability to handle confidential information with integrity and discretion
• Exceptional organizational and time‑management skills, with the ability to prioritize and multitask effectively
• Experience in a start‑up, high‑growth, or entrepreneurial organization is highly desirable
• Proven track record of managing complex calendars, travel arrangements, and multiple priorities
• 5+ years of experience in an executive assistant or similar role, supporting C‑level executives in fast‑paced environments
• Outstanding written and verbal communication skills, including professional email and report writing
• Proficiency in Google Suite and other relevant communication tools
• Prior front desk, reception, or office management experience is a plus
• Adept at problem‑solving and decision‑making, with a proactive and resourceful approach
• Comfortable handling hands‑on office and facilities tasks (supply ordering, vendor coordination, kitchen/room upkeep) in addition to executive‑facing work