Executive Assistant
About Pangram Labs
Pangram Labs’ mission is to protect authenticity by building the world’s best AI detection systems. We publish research on state-of-the-art AI detection techniques and algorithms, and build products to bring our technology into people's daily lives.
We are looking for high agency, mission-driven, and passionate builders to join our team. All roles are in person in Brooklyn, New York.
About the Role
We are seeking a highly organized and resourceful Executive Assistant to provide comprehensive support to senior leadership. This individual will serve as a trusted partner to the executive team, ensuring seamless day-to-day operations and enabling leadership to focus on strategic priorities.
The initial scope of this role will center on four core areas, with the expectation that responsibilities will expand over time as the individual demonstrates mastery and identifies opportunities to add value.
Core Responsibilities
Inbox Management Serve as the primary gatekeeper for executive communications. Responsibilities include triaging and prioritizing incoming correspondence, drafting and editing responses on behalf of leadership, flagging time-sensitive matters, and ensuring consistent and timely follow-through on all outstanding items.
Calendar Management Oversee and maintain complex executive calendars across multiple time zones and stakeholder groups. This includes scheduling and coordinating internal and external meetings, resolving conflicts, safeguarding dedicated focus time, and ensuring each day is structured to align with the executive's priorities.
Travel Coordination Plan and manage all aspects of domestic and international travel, including flights, accommodations, ground transportation, dining, and detailed itineraries. Proactively monitor for disruptions and adjust plans in real time to minimize impact on the executive's schedule.
Office Management Oversee daily office operations to ensure a professional and well-functioning work environment. This includes managing vendor relationships, ordering supplies, coordinating mail and deliveries, greeting and hosting visitors, and serving as the primary point of contact for facilities-related matters.
Qualifications
A minimum of 1-2 years of experience providing executive-level administrative support, preferably in a fast-paced or high-growth environment
Exceptional organizational skills with a demonstrated ability to manage competing priorities and meet deadlines consistently
Strong written and verbal communication skills, including the ability to draft polished correspondence on behalf of senior leaders
A high degree of professionalism, discretion, and sound judgment, particularly when handling confidential or sensitive information
Proven ability to anticipate needs, think proactively, and operate with minimal supervision
Proficiency with modern productivity tools, including Google Workspace or Microsoft Office, calendar and scheduling platforms, travel booking systems, and expense management software
A solutions-oriented mindset with a strong attention to detail and a commitment to continuous improvement
Preferred Qualifications
Experience supporting C-suite executives or founders
Familiarity with event planning and coordination
Prior experience in an office management or operations capacity
Bachelor's degree or equivalent professional experience