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About the Role
We’re looking for an Executive Assistant to the CEO to join Pace in New York. You’ll be a trusted partner to the CEO, helping them stay focused, prepared, and effective as the company grows. You’ll own scheduling, communications, and travel, support important customer and partner relationships, and lead special projects from start to finish. This role requires excellent judgment, strong writing, and a proactive approach. You’ll learn the CEO’s priorities and working style, anticipate what’s needed, and take ownership of the details and follow-through that keep things moving. The role centers on supporting the CEO, including internal and external meetings on their calendar. It does not include company-wide meeting coordination, staff scheduling, or general office administration.
Responsibilities
- Manage the CEO’s calendar and priorities, including scheduling, resolving competing requests, protecting focus time, and anticipating conflicts.
- Develop an understanding of business priorities to make thoughtful decisions about how the CEO spends their time.
- Own inbox and executive communications, triaging messages, surfacing critical items, and drafting correspondence.
- Learn the CEO’s voice and ensure timely, thoughtful follow-up on important conversations.
- Prepare the CEO for key engagements by gathering background information, coordinating agendas, and drafting talking points for meetings and conversations.
- Track commitments and coordinate next steps with relevant individuals.
- Support sales and external relationships by partnering with the sales team on outreach, introductions, and customer follow-ups.
- Maintain context on key relationships and ensure professional interactions with customers, prospects, investors, and partners.
- Manage end-to-end travel planning, including flights, hotels, ground transportation, itineraries, and troubleshooting.
- Handle related expense reporting and reconciliation.
- Lead special projects such as customer gifting, executive dinners, conference logistics, and event preparation.
- Manage project timelines, vendors, budgets, and details through completion.
- Create and improve systems for inbox management, meeting preparation, contact information, and follow-up.
- Utilize productivity tools and AI to reduce repetitive work and enhance CEO effectiveness.
Requirements
- 3+ years of experience as an executive assistant or in a similar role supporting a senior executive.
- Experience ideally at a fast-growing startup or technology company.
- Ability to write clear, polished communications and quickly learn to represent another person's voice.
- Sound judgment and discretion with sensitive information, competing priorities, and external relationships.
- Strong organizational skills and a track record of managing complex calendars, travel, and multiple projects.
- Ability to anticipate needs, solve problems independently, and know when to make decisions versus ask for input.
- Consistent follow-through, tracking commitments, and ensuring work completion.
- Ability to stay calm and adaptable as plans change.
- Enjoyment in bringing structure to a fast-moving environment.
- Comfort with modern productivity tools and ability to learn new systems quickly.
- Interest in using AI to improve work.
- Experience supporting a CEO or founder (bonus).
- Experience in insurance or financial services (bonus).
- Experience coordinating board or investor meetings (bonus).
- Experience planning events and drafting speeches (bonus).
Skills
- Executive Assistance
- Calendar Management
- Communication (Written and Verbal)
- Organizational Skills
- Problem-Solving
- Judgment and Discretion
- Adaptability
- Project Management
- Travel Coordination
- Expense Reporting
- Productivity Tools
- AI Tools
Location
- New York
Work Type
- Full-time
Experience Level
- 3+ years
Benefits
- Competitive salary
- Meaningful equity ownership
- Medical insurance
- Dental insurance
- Vision insurance
- Unlimited paid time off
About the Company
- Pace helps leading insurers run complex operations through AI agents and expert human review.
- Financial institutions spend nearly $400 billion annually on outsourced work.
- Pace is building technology to transform those operations alongside some of the largest insurers in the world.