Altana AI Executive Assistant to Altana’s Technology & Product leadership team managing complex calendars, travel, and expenses. Responsible for coordinating meetings, events, and acting as a primary contact for executives.
Responsibilities
We are seeking an Executive Assistant to provide dedicated administrative support to Altana’s Technology & Product leadership team. In this integral role, you will manage complex calendars, coordinate travel, and oversee expenses to ensure smooth and efficient operations for the Tech team. The ideal candidate will serve as a reliable partner, demonstrate exceptional organizational skills, and exercise sound judgment to balance multiple priorities and maintain discretion in handling sensitive information.
Calendar Management: Meticulously manage and coordinate complex calendars for the Tech & Product team, proactively identifying conflicts, prioritizing critical engagements, and communicating clearly with internal and external stakeholders to ensure seamless scheduling.
Meeting Coordination: Arrange internal and external meetings across international time zones, coordinating logistics and ensuring preparedness, including agendas, materials distribution, and timely follow-ups.
Travel Arrangements: Organize and manage comprehensive travel itineraries for executives, including transportation, accommodations, stakeholder coordination, event participation, and meal arrangements. Provide detailed, proactive, and timely support to accommodate last-minute changes and evolving needs.
Expense Management: Process and manage expense reporting for executives with accuracy, diligence, and timeliness, ensuring compliance with company policies and efficient reimbursement procedures.
Relationship Management: Act as a primary point of contact between executives, internal teams, and external partners, representing the executive team professionally and effectively at all times.
Event Coordination: Plan and execute internal and external events, working with stakeholders to conceptualize, secure vendors, manage budget, and oversee logistics.
Support Team Backup: Provide coverage for other EAs and support staff as necessary
Qualification
ProactiveStrong discretionComfort using AI tools (eExperience planning conferences
Required
5+ years of Executive Assistant experience supporting multiple senior leaders, preferably within a fast-paced, high-growth organization.
Highly organized with the proven ability to manage multiple calendars, prioritize effectively, and execute tasks with rigorous attention to detail.
Exceptional interpersonal and communication skills, both verbal and written; adept at engaging with diverse stakeholders at all organizational levels.
Proactive, solutions-oriented mindset, capable of anticipating executive needs and independently addressing issues to enhance productivity and efficiency.
Strong discretion, judgment, and professionalism in managing confidential and sensitive information.
Advanced proficiency with productivity tools, including Google Suite, Slack, MS Office (Word, Excel, PowerPoint, Outlook), and Apple products.
Strong collaboration skills across cross-departmental groups to align on objectives.
Proven track record of working across multiple workstreams and ability to prioritize tasks and requests.
Comfort using AI tools (e.g., ChatGPT, Claude) to work more efficiently
Experience at a high-growth tech startup
Background supporting engineering or product functions
Experience planning conferences, offsites, or customer events.
