Executive Assistant at Flashbots

Job Description

Key Responsibilities

• Act as the primary point of contact for Flashbots senior leadership, providing expert administrative support and maintaining high standards of communication
• Manage executive calendars with meticulous attention to detail, coordinating schedules across multiple time zones and ensuring alignment with strategic priorities
• Oversee comprehensive travel arrangements including itinerary planning, vendor coordination, and compliance with company travel policies
• Attend and document critical internal and external meetings, creating clear and actionable summaries that capture key discussion points and decision-making outcomes
• Develop and maintain standardized documentation protocols, ensuring consistency in record-keeping and enhancing organizational knowledge management systems
• Coordinate and execute high-impact internal and external events, from planning to post-event evaluation, while maintaining strict confidentiality standards
• Manage event and travel-related expenses through Navan(Tripactions) platform, ensuring accurate budget tracking and cost optimization
• Take ownership of ad-hoc projects requiring cross-functional collaboration, delivering results within defined timelines and quality parameters
• Provide administrative support for executive reporting requirements, including preparation of meeting materials and follow-up documentation
• Act as a liaison between senior leadership and other departments, facilitating smooth information flow and operational coordination

Job Requirements

• Proven experience in executive administrative support roles, preferably in a fast-paced tech environment with a focus on blockchain or decentralized systems
• Excellent organizational skills with the ability to manage multiple priorities simultaneously in a high-pressure environment
• Strong proficiency in calendar management tools and travel coordination platforms, including Navan(Tripactions) and Microsoft Outlook
• Exceptional written and verbal communication skills, with a demonstrated ability to create professional meeting summaries and action item tracking systems
• Knowledge of documentation management best practices, including version control, accessibility standards, and information security protocols
• Ability to coordinate complex events with attention to detail, from logistics planning to post-event analysis and reporting
• Proficiency in financial management tools for tracking and approving business expenses, with understanding of budgeting principles
• Strong problem-solving abilities and initiative to identify process improvements across administrative functions
• Excellent time management skills with the ability to prioritize tasks effectively and meet strict deadlines
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism
• Strong interpersonal skills with the ability to build and maintain relationships across all levels of the organization
• Proficiency in Microsoft Office suite, including Word, Excel, and PowerPoint, for creating professional documentation and presentations
• Basic understanding of blockchain technology and decentralized systems to support Flashbots' core mission and operations
• Ability to work independently with minimal supervision while maintaining high standards of accuracy and reliability
• Strong attention to detail with the ability to review and verify all administrative tasks for quality and compliance