Recruiting Coordinator
Horizon3.ai
Executive Assistant
BTC Inc.
full-time
Posted on:
Origin: • 🇺🇸 United States • California, Florida, Tennessee
Visit company websiteSalary
💰 $56,000 - $90,000 per year
Job Level
Mid-LevelSenior
About the role
- Manage complex calendars across multiple time zones, ensuring leaders are prepared, on time, and focused on priorities.
- Coordinate executive meetings, investor roundtables, international meetups, and leadership offsites, including agendas, logistics, and follow-up.
- Draft, edit, and send communications on behalf of executives while serving as a bridge between the leadership team and external stakeholders.
- Manage high-volume inboxes, review reports and agreements, and prepare presentations, memos, and other executive materials.
- Plan and arrange detailed travel itineraries for international and domestic trips, including contingencies.
- Oversee logistics for executive events, dinners, and multi-day gatherings, ensuring every detail is handled end-to-end.
- Provide general office and operational support, including catering, expense tracking, and vendor coordination.
- Maintain comprehensive records, track deliverables, and ensure cross-department deadlines are met.
- Support relationship-building efforts with industry leaders, investors, and partners through coordinated outreach and follow-ups.
- Conduct market research and prepare briefing materials on industry trends, competitors, and strategic opportunities.
- Communicate proactively with teams, surfacing blockers and driving follow-through with urgency.
- Identify opportunities to streamline systems, improve workflows, and enhance operational efficiency for the leadership team.
- Navigate ambiguity with confidence, solving problems before they escalate and staying three steps ahead of team needs.
Requirements
- 3+ years of experience as an executive assistant or in an operational support role within a fast-paced, high-growth environment.
- Proven ability to support multiple leaders simultaneously with precision and reliability.
- Clear, professional, and confident in written and verbal communication.
- Skilled at organizing and orchestrating thoughtful, well-run gatherings—from team dinners to multi-day leadership offsites.
- Proficient in Google Workspace, Slack, Zoom, Notion, and travel platforms.
- Trusted with sensitive information, handling it with discretion and integrity.
- Detail-oriented, organized, diplomatic, and persistent when needed.
- Naturally proactive, you don’t wait for instructions; you anticipate, solve problems, and take initiative.
