Executive Assistant /Event Planner

Icon Ventures; New York (NY); Remote; USD 110,000 - 120,000; Full time

Job summary

A leading company is seeking an Executive Assistant and Event Planner to provide top-tier support to their CEO and coordinate events. Ideal candidates will have extensive experience in executive support and event logistics, with a strong focus on detail and relationship management. This remote position prefers candidates based in New York City, emphasizing collaboration with key stakeholders.

Benefits

Flexible PTO and family leave

Fridays off in August

Stock options

Monthly WiFi stipend

Professional development benefits

Premium insurance options for US employees

Qualifications

• 5+ years of experience in executive assistance and event planning.
• Experience supporting a CEO or high-level executive.
• Proficient in all aspects of event planning.

Responsibilities

• Manage the CEO's schedule and correspondence.
• Plan and coordinate company events.
• Liaison with internal and external stakeholders.

Skills

Attention to detail

Interpersonal skills

Problem-solving

Organizational skills

Communication

Tools

Google Workspace

Job description

At Timescale, we empower businesses with real-time insights from their data, allowing them to make faster decisions and optimize operations. We are creating a movement to unblock developers who are building the future. Timescale is a product-led growth organization driven by transparent leaders and a globally diverse, remote-first team that is proudly building a modern PostgreSQL cloud platform.

As an Executive Assistant and Event Planner at Timescale, you will provide administrative support directly to our CEO, Ajay Kulkarni along with other key stakeholders, and organize company and team events! We are looking for a hands-on, detail-oriented professional, with experience fostering strong relationships with executives, vendors, sponsors, and venues to ensure smooth collaboration and successful events.

You'll succeed at Timescale if you are scrappy and strive to get things done and are passionate about making every day interactions and events for employees and customers amazing and memorable!

While Timescale is a fully remote organization with team members across the globe, we have a preference for candidates based in NYC or SF for this role in the U.S., given the key stakeholders this position will support.

What you will be responsible for in this role:

• Provide support to the CEO, including managing schedules, arranging meetings, handling correspondence, and prioritizing tasks.

• Act as a liaison between the executive team and internal/external stakeholders, effectively managing communications and requests.

• Plan, coordinate, and execute domestic and international company events, including team offsites, board meetings, and all-company gatherings, ensuring seamless logistics and engagement across locations.

• Take ownership of event projects from conception to completion, ensuring seamless execution within deadlines.

• Manage each event within budget constraints, prioritizing cost-effectiveness without compromising on quality or value.

• Communicate event details and updates effectively to all stakeholders, including executives, employees, and external partners.

• Oversee event promotion and communication to ensure maximum participation and engagement.

• Handle confidential information with discretion and maintain the highest level of professionalism in all interactions.

• Identify areas for improvement in event processes and implement enhancements to streamline workflows and increase efficiency.

You could be a great fit if you:

• Have 5+ years of experience in executive assistance and event planning

• Have supported a CEO or high-level executive at a growing tech start-up

• You have planned on-site events for 50+ individuals requiring international travel, hotel accommodations, catering, etc.

• Are proficient in all aspects of event planning, including budgeting, venue selection, vendor negotiation, logistics coordination, and post-event evaluation

• Understand budgeting principles to create and manage event budgets effectively, monitor expenses, and ensure cost-control measures are in place.

• Exhibit meticulous attention to detail and can effectively manage multiple projects simultaneously, prioritize tasks, set timelines, allocate resources, and ensure timely delivery of results.

• Possess strong organizational skills to manage calendars, schedules, emails, and other administrative tasks efficiently, with proficiency in office software such as Google Workspace.

• Demonstrate strong interpersonal skills to build positive relationships with executives, colleagues, vendors, and other stakeholders, and can work collaboratively in a team-oriented environment.

• Exhibit strong problem-solving abilities to anticipate potential issues, identify solutions, and resolve challenges that may arise before, during, or after events

You might not be a great fit if:

• You’re not detail-oriented

• You aren't comfortable with a fast-paced, dynamic environment where priorities can shift quickly.

• You prefer a highly structured role with clearly defined tasks and responsibilities.

• You're not a self-starter who thrives on taking initiative and ownership.

Timescale offers a competitive compensation package, including a base salary and comprehensive benefits for all full-time contract employees. The estimated salary range for this role is $110,000 – $120,000.

These ranges may be modified in the future.

Our Commitment:

• We will respond to all applicants

• We strive to review all applications fairly, without bias, and shortlist based on relevant skills and experience.

• All active candidates will be informed of what is happening next in the process.
  

About Timescale

Timescale is the creator of TimescaleDB and PGVectorscale, trusted by tens of thousands of organizations for their mission-critical time-series applications. We're committed to empowering developers and businesses worldwide, helping them build data-driven products that measure everything that matters—from software applications and industrial equipment to financial markets, blockchain activity, consumer behavior, machine learning models, and climate change.

Want to get a feel for how we work and what we value? Check out our blog post: What It Takes to Thrive at Timescale

By analyzing data across time (“time-series data”), developers gain insights into what’s happening, how it’s changing, and why. With a global, fully remote workforce, Timescale is supported by top investors, including Tiger Global, Benchmark Capital, NEA, Redpoint Ventures, Icon Ventures, and Two Sigma Ventures.

Enjoy debating the crunch-factor of different chicken nuggets , sweating it out during lunch , talking about your kids, whether they be actual children , potted plants , or four-legged creatures ? You’ll fit right in at Timescale!

Our Tech stack:

We share our tech stack with the caveat that we don’t require previous experience in it (but a love of these languages is helpful): Timescale's tech stack includes TimescaleDB, built on PostgreSQL, along with AWS, Go, Docker, Kubernetes, and Python for scalable time-series data management.

To learn more, visit www.timescale.com or follow us on Twitter @TimescaleDB.

What we’re offering

Benefits may differ from country to country.

• Flexible PTO and family leave

• Fridays off in August

• Full remote work from almost anywhere

• Stock options

• Monthly WiFi stipend

• Professional development and educational benefits

• Premium insurance options for you and your family (US employees)