Executive Assistant - TileDB, Inc.

TileDB is looking for a highly organized and proactive Executive Assistant to support our CEO, CRO, and the broader executive suite. This role is pivotal for the smooth operation of our fast-paced startup. The ideal candidate will excel in a dynamic environment, managing multiple priorities with a high degree of professionalism and efficiency. In addition to traditional executive support responsibilities, this role will also involve working on special projects that are critical to our company's growth and innovation.

Company

We build the TileDB Cloud Database. TileDB was founded in 2017, after several years of implementation at Intel Labs, to solve use-cases at the Broad Institute and MIT. TileDB has raised over $50 million in funding from high-profile investors, with our most recent funding round ($36 million Series B) announced in Oct. 2023.

We are a remote first, distributed team with employees in the USA, Europe, and South America. Our headquarters are in Cambridge, MA, USA and we have a subsidiary in Athens, Greece. The nature of this role will require some weekly in office time at the Company’s headquarters in Cambridge, MA.

Expectations

As the first executive assistant hire, you will be fundamental in shaping the role, the relationships and the culture of a brand new team. Our leadership and operations team will be on hand to support you as you onboard and grow your footprint in the Company. As a hyper-growth Company, many of our recent hires are the initial builders of their departments for process, procedures, communication and goals – achieved whilst working in a fast-paced environment – this same team will be there to support you to do the same in your own field of specialization.

Responsibilities

• Proactively manage all aspects of the CEO’s calendar across internal meetings and external engagements, proactively resolving all conflicts and optimizing weekly calendar loads;

• Keep well informed of CEO commitments and responsibilities, and contribute to the development and implementation of organizational processes and systems to improve efficiency;

• Provide comprehensive support to the CEO and executive suite, ensuring efficient operation of the leadership team;

• Attend key meetings as needed, track follow-ups and deliverables; prepare and edit correspondence, communications, presentations, and other documents;

• Organize and plan internal and external meetings such as staff meetings, team events, department All Hands, leadership offsites, etc;

• Coordinate domestic and international travel within TileDB’s travel policy, and manage and reconcile expense reports;

• Assist in various business and People-related cross-functional projects; and

• Flex to new responsibilities as needs arise, capabilities match, and time permits.

Requirements

• 7+ years of demonstrated success in supporting Executives;
• You have demonstrated ability to prioritize tasks, anticipate the needs of the CEO, and stay organized in a demanding environment;
• The ability to be resourceful when obstacles arise. Having a sense of urgency, being proactive, along with strong prioritization skills, business judgment and communication skills are crucial for this role;
• Take ownership of projects, you have a passion for partnering with busy executives to help them reach their highest potential and you can provide tangible solutions;
• Skillful execution of administrative activities, with high attention to detail, organization and process;
• The desire for career growth and the ability to thrive in an environment that is fast-paced and changes as the company grows rapidly;
• The ability to demonstrate professionalism, discretion, and confidentiality.
• Proficiency with Google Suite, Zoom, Slack, and a related tech-stack; and
• The ability to work non-standard, flexible work hours as required, but with some weekly in-office time at the Company’s headquarters in Cambridge, MA.

Benefits

• Competitive salary and stock options;

• 100% medical and dental insurance coverage (for you and your dependents!);

• Paid parental leave;

• Paid time off (vacation, sick & public holidays); and

• Flexible time off & flexible hours

Interview Process

• Initial screening call with one of our operations team;

• Individual calls with either our Head of Finance, Chief Revenue Officer or Chief Executive Officer; and

• Final call with Chief Executive Officer.