Executive Assistant

About the Role

ChaosTrack is seeking a dedicated and proactive Executive Assistant to serve as a strategic partner to our executive leadership team. As an AI-powered platform at the forefront of technological innovation, we operate in a high-velocity environment where precision, foresight, and seamless coordination are essential. This remote position is designed for a professional who thrives on creating order out of complexity and takes pride in ensuring that executive operations run with maximum efficiency. You will be more than an administrative support provider; you will be a gatekeeper and a facilitator who helps drive our mission forward by managing the details that allow our leaders to focus on high-level strategy.

• Manage complex, ever-changing calendars by prioritizing inquiries and requests while troubleshooting conflicts with little to no guidance.
• Act as the primary point of contact and gatekeeper for the executive team, handling internal and external communications with the highest level of professionalism and confidentiality.
• Coordinate end-to-end travel arrangements, including airfare, lodging, and ground transportation, ensuring all itineraries are detailed and optimized for productivity.
• Prepare, proofread, and format high-impact presentations, reports, and correspondence for board meetings and company-wide announcements.
• Lead the planning and execution of virtual team-building events, leadership offsites, and key stakeholder meetings.
• Monitor and manage executive expenses, ensuring timely submission of reports and adherence to company budgetary policies.
• Conduct research on industry trends, competitors, and potential partners to provide summarized briefings for executive review.
• Collaborate across various departments to ensure cross-functional projects stay on schedule and deliverables are met by the leadership team.

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting C-suite executives, preferably within a tech startup or AI company.
• Exceptional organizational skills with an obsessive attention to detail and the ability to multitask in a remote work setting.
• Strong command of digital productivity tools, including Google Workspace, Slack, Zoom, and project management software like Notion or Asana.
• Superior written and verbal communication skills, with the ability to draft professional emails and documents on behalf of leadership.
• Demonstrated ability to handle sensitive information with extreme discretion and emotional intelligence.
• A proactive mindset with the ability to anticipate needs before they are articulated and solve problems independently.
• Flexibility to operate across multiple US time zones as required by executive schedules.
• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

• Competitive salary and equity package within a high-growth AI startup.
• 100% remote work environment providing flexibility and work-life balance.
• Comprehensive health, dental, and vision insurance plans.
• Generous Paid Time Off (PTO) policy and observed federal holidays.
• Stipend for home office setup and continuous professional development.
• Opportunity to work at the intersection of AI and productivity alongside a world-class team of innovators.

Required Skills