Executive Assistant

Job description

Looking to join a world-class blockchain development team? Ava Labs makes it simple to deploy high-performance solutions for Web3, led by innovations on Avalanche. The company was founded by Cornell computer scientists, who partnered with Wall Street veterans and early Web3 leaders to execute a promising vision for redefining the way people build permissionless networks. Ava Labs is redefining the way people create value with Web3. Join us as we empower people to easily and freely digitize all the world’s assets on one open, programmable blockchain platform. Executive Assistant - New York, NY Ava Labs is the team behind Avalanche, one of the most performant and widely adopted Layer 1 blockchain networks in the world. Our executive team operates at the intersection of deep technical innovation, institutional capital, and global policy. We are seeking a highly accomplished and discreet Executive Assistant to provide dedicated, high-touch support to our CEO, President and COO. Operating at the centre of the organization's most critical decisions and relationships, this role demands exceptional judgement, precision, and the ability to work with a high degree of autonomy in a fast-paced environment. The ideal candidate is a strategic partner who proactively anticipates needs, manages complexity with grace, and serves as a trusted extension of the executive team. ABOUT THE ROLE EXECUTIVE CALENDAR AND SCHEDULE MANAGEMENT - Own and orchestrate complex, high-priority calendars for three C-suite principals simultaneously, resolving conflicts with sound judgement and minimal direction. - Strategically protect executives time by prioritizing meetings, flagging scheduling conflicts, and ensuring alignment with organizational priorities and leadership rhythms. - Coordinate and manage all scheduling for board meetings, leadership off-sites, all-hands events, and executive steering committees. - Proactively prepare daily and weekly briefings, ensuring all principals are fully informed and prepared for every engagement. EXECUTIVE COMMUNICATIONS AND CORRESPONDENCE - Serve as the primary communication hub between the CEO, President, COO and internal and external stakeholders, triaging inboxes, drafting high-quality correspondence, and ensuring timely follow-through. - Demonstrate mature judgment in all communications with and on behalf of executives, knowing when to engage, when to hold back, and how to protect executive headspace during high-intensity periods. - Exercise considerable discretion in managing sensitive and confidential communications on behalf of all principals. - Prepare briefing documents, meeting agendas, talking points, and follow-up summaries for key engagements, including QBRs and company-wide communications from the CEO, President and COO. TRAVEL AND LOGISTICS - Plan and execute complex, multi-leg domestic and international travel itineraries including private and commercial air, ground transportation, accommodations, and visa and passport logistics. - Anticipate and resolve travel disruptions in real time, ensuring executives are never without a contingency plan. - Coordinate closely with executive protection personnel, security teams, and home-office staff on travel planning with full awareness of security requirements. - Manage detailed travel budgets and reconcile expenses in accordance with company policy. STRATEGIC AND OPERATIONAL SUPPORT - Support the development of QBRs, board materials, and company-wide executive communications, including research, synthesis, deck preparation, and follow-up tracking. - Manage sensitive visitor and guest protocols, including access management, NDA routing, and escort coordination. - Build and maintain strong relationships with home-office staff, senior executive assistants, and department heads to ensure seamless information flow and operational alignment. - Lead or assist with special projects and strategic initiatives as assigned by the principals. - Manage vendor relationships, contractor agreements, and external service providers supporting the executive office. WHAT MAKES YOU A GOOD FIT - You get energy from making brilliant, busy people more effective. You think ahead, not just react. - You are unflappable. Things move fast, plans change, and the stakes are real. You do your best work under that kind of pressure. - You can read a room, a relationship, and an organization. You know when to act independently and when to escalate. - You have genuine curiosity about the technology and business of Web3. You do not need to be a blockchain expert, but this world should excite you. - You are based in New York and available to travel internationally. WHAT YOU WILL BRING - 5+ years of experience supporting C-suite executives, in a high-growth technology or financial services environment - Exceptional written communication skills, able to draft board-ready materials, executive correspondence, and company-wide communications without heavy direction - Demonstrated ability to build and manage complex international travel programs, including security-conscious itineraries and real-time contingency management - Fluency with AI tools and a proven habit of using them to eliminate low-value administrative work - Strong financial literacy, budget tracking, expense reconciliation, and vendor management across multiple workstreams - Discretion and professionalism that senior leaders, board members, and external partners trust without question - Bachelor's degree or equivalent professional experience THE OPPORTUNITY This is a rare chance to sit inside the engine room of one of the most important companies in blockchain. You will work alongside people who are shaping the infrastructure of a new financial system and absorb strategy as it forms. The principals you support are among the most respected names in Web3. For the right person, there are few better environments in which to grow. WHY AVA LABS? If you've ever thought about joining an early stage Web3 company - this is it! We're a global, world-class team of experts in computer science, economics, finance, marketing, and law with offices in New York City and Miami. We're highly passionate about Web3 and redefining the way people build and use finance and decentralized applications of all kinds. The company received early-stage funding from Andreessen Horowitz, Initialized Capital, and Polychain Capital, with angel investments from Balaji Srinivasan and Naval Ravikant. Join us and be a pioneer in a new technology that will have implications across a range of verticals such as finance, gaming, investing, collectibles, among many others. Ava Labs is committed to diversity in the workplace and we’re proud to be an Equal Opportunity Employer. We do not hire on basis of race, color, religion, creed, gender, national origin, citizenship, age, disability, veteran status, marital status, pregnancy, parental status, sex, gender expression or identity, sexual orientation, or any other basis protected by local, state or federal law. All employment is decided on the basis of qualifications, merit, and business need.