Executive Assistant to Global Leaders — Proactive

Newlab; New York (NY); On-site; USD 67,000 - 75,000; Full time

Benefits offered by this job

Bonus program eligibility

Job summary

Newlab is seeking an organized, proactive Executive Assistant to support our Global Head of Business and SVP of Operations in New York. You will manage calendars, coordinate meetings and travel, and handle follow-ups so leaders can focus on strategic priorities.

The role involves close collaboration with two senior leaders and cross-functional teams across locations. You’ll thrive with detail, reliability, and a service-oriented approach, and you may be eligible for a bonus program.

Qualifications

• Proven experience supporting busy leaders as an executive assistant.
• Highly organized with strong process orientation and calendar discipline.
• Able to manage competing priorities with tact, diplomacy, and resilience.
• Looks ahead to calendar crunches, prep gaps, and logistical conflicts before they arise.
• Maintains discretion and judgment when handling sensitive information.
• Able to balance priorities across multiple senior executives with minimal direction.
• Comfort with Google Workspace, Microsoft Office, Slack, and learning new tools.

Responsibilities

• Manage day-to-day scheduling and calendars for the leaders, prioritizing priorities.
• Prioritize meeting requests, protect focus time, and organize around key commitments.
• Anticipate conflicts, travel needs, and other logistical considerations.
• Serve as a primary point of contact for internal and external stakeholders.
• Track priorities and escalate time-sensitive decisions for high-impact initiatives.
• Schedule team meetings, project reviews, and check-ins across groups.
• Prepare and distribute agendas, background materials, and read-aheads ahead of meetings.
• Coordinate pre-alignment discussions with leaders when needed.
• Track outcomes, follow up on actions, and keep projects moving.
• Maintain visibility of commitments and escalate items requiring attention.

Skills

Organized

Project management

Discretion

Independent judgment

Anticipatory acumen

Diplomatic assertiveness

Tools

Google Workspace

Microsoft Office

Slack

Job description

Newlab is seeking an organized, proactive Executive Assistant to support our Global Head of Business and SVP of Operations in New York. You will manage calendars, coordinate meetings and travel, and handle follow-ups so leaders can focus on strategic priorities.

The role involves close collaboration with two senior leaders and cross-functional teams across locations. You’ll thrive with detail, reliability, and a service-oriented approach, and you may be eligible for a bonus program.