Executive Assistant
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Job Location:
Pittsburgh, PA - USA
Monthly Salary:
$ 65600 - 77650
Posted on:
14 hours ago
Vacancies:
1 Vacancy
Department:
Job Summary
Executive Assistant
Location: Pittsburgh PA
Salary: $65600-$77650
About Gray Swan
Gray Swan protects organizations from emerging AI security threats. We build real-time threat detection automated validation and adaptive defenses for AI labs and enterprises. Were a team of 25 people well-funded and growing fast.
The Role
As an Executive Assistant you will own the communication collaboration and day-to-day execution that keep our executive team focused on the highest-impact work.
Youll be our executive engine always propelling us forward: managing calendars and communications with precision preparing leaders for high-stakes meetings and proactively managing and triaging critical executive tasks. Your work directly shapes how quickly decisions get made and how smoothly the company operates. This is a hands-on high-trust role with real influence and room to grow alongside the company.
If youre highly organized move quickly and are motivated by making strong leaders even more effective while being comfortable speaking up when needed wed love to hear from you.
What Youll Do
Own executive inbox management. Triage incoming messages draft and send responses on behalf of executives and ensure communication is timely clear and aligned with priorities.
Elevate written communication for leadership. Edit structure and draft executive emails and updates so messages are concise well-reasoned and easy for recipients to act on.
Manage complex executive calendars with precision. Coordinate multiple calendars resolve conflicts and ensure time is allocated to the highest-impact meetings and commitments.
Enable effective collaboration between the executive team and the broader organization. Act as the connective tissue between the C-suite and the rest of the company by ensuring meetings are purposeful context is shared in advance decisions are clearly documented and follow-through is aligned and executed.
Prepare executives for key meetings. Compile agendas background context and follow-ups for internal customer and external conversations to support effective decision-making.
Establish and maintain executive operating rhythms. Implement lightweight workflows templates and norms that keep communication and scheduling consistent and efficient.
Who You Are:
You have 5 years of experience supporting senior leaders or executives in a fast-paced environment.
Candidates with 8 years of experience may be considered for a Senior Executive Assistant level
Youre an exceptional written communicator and are comfortable drafting editing and sending messages on behalf of executives with clarity and good judgment.
You have a proven track record of managing complex multi-calendar schedules and keeping priorities aligned as contexts shift.
Create and coordinate travel itineraries to optimize for efficiency and impact.
You operate with high discretion and trust and youre comfortable handling sensitive or confidential information.
Can cut through the noise and get things done when others have stalled in decision making.
You create forward motion in environments with competing priorities.
Bonus Points If You Have
Experience supporting founders or C-suite executives at a startup or high-growth company.
Have provided strategic business support or advice to executives
Hands-on experience managing executive inboxes at scale including drafting responses and setting communication norms.
Experience using tools like Google Workspace (Gmail Calendar Docs) Slack and modern task or project-tracking tools.
If you dont meet 100% of these requirements you should still seriously consider applying. We care more about what you can do than your credentials.
Youll Thrive Here If You
Love working adjacent to technical teams you will learn so much about AI safety through osmosis in this role!
Are looking for a role where you have a huge opportunity to work hard prove yourself and build your skillset by trying new things and learning on the job.
Are excited about the prospect of working with an AI startup that is growing quickly
Compensation & Benefits
We offer a competitive compensation package designed to reward impact and incentivize growth. Our compensation philosophy is informed by our current valuation and recent industry data.
Salary: $65600-$77650
Equity: Competitive equity package
Benefits:
401k with up to 4% matching
28 days annual leave (vacation holidays)
Health dental and vision coverage
Catered lunches (Pittsburgh office)
Flexible work arrangements
Visa sponsorship available for exceptional candidates
Interview Process
Application review. We read everything; well respond within 14 business days.
Experience & culture interview (60 min). Conversational exploration of the skills fit.
Executive Interview (30 min)
Reference checks. Well reach out to 3-5 references that you provide.
Offer. If its mutual we move fast.
How to Apply
Application and Video Submission In lieu of a phone screen please submit a video cover letter no longer than two minutes maximum explaining why you are the right candidate for this role. Should you need accommodation please contact
Required Experience:
IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
