Executive Assistant , Twelve Labs

• 3+ years of experience as an Executive Assistant, preferably supporting C-level executives in a fast-paced technology company
• Exceptional organizational skills with meticulous attention to detail
• Proactive mindset—anticipates needs, identifies potential challenges, and solves problems before they arise
• Outstanding written and verbal communication abilities
• Willingness to take on any task, big or small, to support the team and ensure smooth operations
• Proficiency with Google Workspace, Microsoft Office, scheduling tools, and project management software
• Ability to handle confidential information with absolute discretion and professionalism
• Excellent judgment and problem-solving skills
• Flexibility to adapt to changing priorities and work outside of standard business hours when necessary
• Strong ability to assess business priorities and strategically prioritize tasks that have the highest impact

Desirable

• We are seeking an exceptional Executive Assistant to support our Executive Staff during this pivotal growth phase.
• This role is critical to ensuring that leadership's time and energy are optimally focused on the company's strategic priorities.
• The ideal candidate will be highly organized, proactive, and discreet, with outstanding communication skills and the ability to anticipate needs before they arise
• As the Executive Assistant to the Executive Staff, you will manage complex calendars, coordinate high-stakes meetings, handle sensitive information, and serve as a trusted liaison between leadership and internal/external stakeholders.
• You will play an essential role in maximizing the effectiveness of the executive team by creating systems and workflows that enable them to focus on driving the company through its next stage of growth
• Calendar and Schedule Management
• Proactively manage complex and dynamic calendars for Executive Staff
• Prioritize meeting requests and optimize schedules to align with strategic priorities
• Coordinate internal and external meetings, including board meetings, investor calls, and key team sessions
• Arrange domestic and international travel, including detailed itineraries, accommodations, and logistics
• Communications Management
• Triage and manage email communications, ensuring high-priority items receive timely attention
• Draft correspondence, presentations, and other materials on behalf of the Executive Staff
• Serve as the primary point of contact for Executive Staff with internal teams, investors, partners, and other stakeholders
• On-Site Office Management
• Manage relationships with on-site vendors, including snack and beverage providers, cleaning services, and other office suppliers
• Ensure office supplies, equipment, and amenities are stocked and maintained
• Coordinate on-site meetings and events, including logistics, catering, and space setup
• Serve as the point of contact for office-related needs, troubleshooting issues as they arise
• Assist with visitor coordination, ensuring a seamless experience for guests, partners, and stakeholders
• Administrative Support
• Manage expense reporting and reimbursement processes for Executive Staff, ensuring accuracy and compliance
• Conduct research and compile data to support strategic decision-making and executive initiatives
• Assist with special projects, including data analysis, report preparation, and presentation development
• Anticipate the needs of Executive Staff and proactively prepare materials for meetings and discussions
• Provide input on prioritization and time management to optimize leadership efficiency