Executive Assistant at Kaizen Labs · LumiJobs

Responsibilities

Kaizen's founders spend their weeks between New York, Washington and the agencies and partners in between, in rooms where decisions about public services get made. The company is scaling quickly, and the operating layer behind the founders hasn't kept pace: a trip gets booked at midnight, a dinner gets planned the morning of, an offsite comes together in a group chat. This role exists to own that layer for the CEO, the COO and the company: travel, scheduling, events, vendors and the hundred details that decide whether a week runs.
You'll work closer to the founders than almost anyone, with a front-row seat to how a company scaling this fast actually gets built. And because so little is set in stone yet, the systems you put in place now become how Kaizen operates as it grows.
Own travel end to end for the CEO and COO, especially the regular New York to DC rhythm: flights, trains, hotels, ground, and the plan B when something slips
Run scheduling logistics with the Founders Associate: confirm, move and hold time, handle the back-and-forth with external offices, and make sure every meeting has a room, a link and the right people in it
Be the main line between the founders and the rest of the company: keep the team current on where the CEO and COO are each week, when they're reachable, and the fastest way to get time or an approval from them
Handle reservations, vendors, gifts, expenses and reimbursements for the founders, and keep the receipts and records clean
Coordinate with office operations so the NYC space works for the team on heavy days: visitors, candidate onsites, customer visits and all-hands
Build the systems that make the above repeatable, using AI tools as a first resort: templates, checklists, automations and a shared tracker the rest of the team can actually use
Take on the problems that have no owner yet, solve them, and turn the recurring ones into systems, so the whole team can stay focused on the mission
What You'll Bring
Experience supporting a founder, executive or small leadership team, and specific examples of what you took off their plate so it stayed off
A working habit of using AI tools and automations to do the job faster, not as a novelty but as how you work day to day

Executive Assistant

Responsibilities

Benefits

Company

Kaizen Labs

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