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Salary: USD 115,000 - 125,000 / annual
Altana is seeking an Executive Assistant to provide dedicated administrative support to the Growth leadership team. You will serve as a reliable operational partner, managing complex calendars, coordinating travel, overseeing expenses, and ensuring smooth operations for senior executives.
Key Responsibilities:
- Calendar Management: Manage and coordinate complex calendars for the Growth team, proactively identifying conflicts, prioritizing critical engagements, and communicating with internal and external stakeholders to ensure seamless scheduling.
- Meeting Coordination: Arrange internal and external meetings across international time zones, coordinating logistics, preparing agendas, distributing materials, and following up on action items.
- Travel Arrangements: Organize comprehensive travel itineraries for executives, including transportation, accommodations, stakeholder coordination, event participation, and meal arrangements. Provide proactive support for last-minute changes.
- Expense Management: Process and manage executive expense reporting with accuracy and timeliness, ensuring compliance with company policies and efficient reimbursement.
- Relationship Management: Act as a primary point of contact between executives, internal teams, and external partners, representing the executive team professionally.
- Event Coordination: Plan and execute internal and external events, working with stakeholders to conceptualize, secure vendors, manage budgets, and oversee logistics.
- Support Team Backup: Provide coverage for other EAs and support staff as needed.
About Altana: Altana is an AI-powered product network that empowers governments and businesses to build a more resilient and secure global economy while keeping trade flowing. The company is currently based in Brooklyn, NY with a planned relocation to Midtown Manhattan in Summer 2027.
Requirements:
- 5+ years of Executive Assistant experience supporting multiple senior leaders, preferably in a fast-paced, high-growth organization
- Highly organized with proven ability to manage multiple calendars, prioritize effectively, and execute tasks with rigorous attention to detail
- Exceptional interpersonal and communication skills, both verbal and written; ability to engage with diverse stakeholders at all organizational levels
- Proactive, solutions-oriented mindset capable of anticipating executive needs and independently addressing issues
- Strong discretion, judgment, and professionalism in managing confidential and sensitive information
- Advanced proficiency with productivity tools: Google Suite, Slack, MS Office (Word, Excel, PowerPoint, Outlook), and Apple products
- Strong collaboration skills across cross-departmental groups
- Proven track record managing multiple workstreams and prioritizing competing requests
- Comfort using AI tools (e.g., ChatGPT, Claude) to work more efficiently
- Must be within commuting distance of current and future office locations and willing to be onsite at least 3 days per week
Nice to Have:
- Experience at a high-growth tech startup
- Background supporting sales or go-to-market teams
- Experience planning conferences, offsites, or customer events
