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Senior Executive Assistant

New York City

At nTop, we are passionate about building next-generation engineering solutions. We enable the most innovative engineering companies in the world to transform how they develop, test, and manufacture better products faster. Our software has been used to engineer mission-critical satellites, deliver stronger and lighter medical implants for patients in need, and allow engineers to create complex, high-performance products with revolutionary speed and accuracy.

We are looking to add smart ambitious teammates who are passionate about problem-solving and cutting-edge technology to a fast-paced, collaborative environment.

Overview: 

We are seeking a highly skilled and resourceful Senior Executive Assistant to support 3 C-level executives at our company. This role will provide comprehensive administrative and operational support to nTop's CEO, COO, and CTO.

This role ensures smooth operation of executive functions, managing office activities, and providing excellent and thoughtful administrative support. The ideal candidate will be an expert in streamlining executive workflows, managing complex calendars, and ensuring that our leadership team can focus on strategic priorities while maintaining optimal productivity.

While SaaS industry experience is a plus, we value candidates with genuine curiosity about engineering software and a passion for enabling leadership excellence through exceptional service. 

The ideal candidate will serve as a trusted partner to our leadership team, providing critical support and maintaining confidentiality, allowing executives to navigate complex business decisions. In this position, foresight and proactive problem-solving are your keys to success.

This is a full-time in-office position based in our headquarters office in New York City, reporting to the Director of People Ops.

Key Responsibilities:

Executive Support

  • Support multiple executives simultaneously, while anticipating needs based on context of day-to-day operations, scheduled events, and ongoing activities.
  • Prioritize a wide variety of commitments and proactively resolve scheduling conflicts with diplomacy.
  • Coordinate domestic and international travel arrangements, including itineraries, accommodations, and necessary preparations. 
  • Compile and organize materials for executive meetings, presentations, and events.
  • Develop and refine communications, marketing materials, reports, and presentations for internal and external meetings.
  • Assist in basic financial tasks on behalf of our executives, such as processing invoices, expense and finance reports, and budget tracking.
  • Conduct research on various topics, summarize key findings, and present actionable insights. 
  • Coordinate and facilitate communication between executives and internal/external stakeholders, with the ability to adapt communication style to suit the situation.
  • Handle confidential information with the utmost discretion and professionalism.

Office Management

  • Oversee daily office operations to ensure an optimal work environment.
  • Liaise with vendors, ensuring seamless coordination and project execution.
  • Assist in organizing company events and meetings.
  • Implement and maintain office policies and procedures in partnership with the People Team.

Qualifications:

  • Bachelor's degree or equivalent relevant work experience.
  • 5+ years of proven experience as a senior executive assistant, office manager, or a similar administrative role.
  • Proficiency in Google Suite (Gmail, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, etc).
  • Mastery of complex calendar management, including balancing competing priorities across multiple executives, coordinating across different time zones, and strategically protecting executive time while ensuring critical meetings take precedence.Strong written and verbal communication skills, adapting support styles and messaging to match different executive preferences and work approaches.
  • Experience as a trusted partner who can respectfully push back when necessary to protect executive time and priorities.
  • Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
  • Strong research and analytical skills, with the ability to synthesize information and action where appropriate.
  • Preference for candidates with project management experience, including familiarity with collaboration tools such as Slack and Asana.

Compensation: $130,000 - $145,000

For roles based in the United States, nTop can only hire US employees who reside in the following states at this time: California, Connecticut, Colorado, Florida, Georgia, Illinois, Massachusetts, Michigan, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Virginia, Washington
 
For roles based in EMEA, nTop can only hire employees who reside in the following countries at this time: France, Germany, and the United Kingdom. 
 
nTop is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. nTop is committed to working with and providing reasonable accommodations to applicants with physical and mental disabilities.  
 
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