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Executive Assistant
4 weeks ago
About Harbor.ai:
Harbor.ai is an early-stage InsurTech startup aiming to revolutionize the enterprise insurance market. Our technology simplifies the process for insurance brokers to identify optimal coverage for their clients continuously, and this is just the beginning. Our mission is to revolutionize underwriting for better, faster, and smarter processes. As we pursue this goal, we are implementing a data-driven business model that fundamentally reshapes how insurance products are sold. Established in 2018, Harbor.ai is Venture-backed and based in New York.
About the Role: We're seeking a highly skilled Executive Assistant to serve as a true right hand to our executive team. The ideal candidate will excel at managing multiple priorities and providing crucial support across all aspects of our executive operations.
Role Specifics:
- Manage complex calendars, high-priority meetings, and travel arrangements
- Prepare and edit high-level documents, maintaining confidentiality
- Serve as primary contact for stakeholders and liaison between executives and team
- Lead meeting preparation, follow-up, and event logistics
- Spearhead strategic research and assist with special project
- Manage email inboxes and prioritize requests
- Oversee onboarding and support cross-functional projects
- Conduct data analysis for decision-making and assist with process implementation
- Support HR, budget planning, and financial tasks
- Facilitate inter-departmental communication and represent executives when authorized
- Assist in crisis management and internal communications
- Track organizational KPIs and handle expense reports
- Maintain contact databases and provide administrative support as needed
Qualifications:
- Bachelor's degree required
- 3-5 years of experience as an Executive Assistant, preferably in a fast-paced startup or corporate environment
- Exceptional organizational and time management skills
- Advanced proficiency in Google Suite and Microsoft Office (Word, Excel)
- Strong written and verbal communication skills
- Ability to maintain confidentiality and exercise discretion
- Excellent problem-solving and decision-making abilities
- Proficiency in project management tools and methodologies
- Ability to work under pressure and meet tight deadlines
- Flexibility to work outside of normal business hours when required
Ideal Candidate:
- Proactive and adaptable in a dynamic business environment
- Comfortable with ambiguity and able to work independently
- Demonstrates poise and professionalism in all interactions
- Strong interpersonal skills and ability to work with diverse personalities
- Detail-oriented with a commitment to accuracy and quality
- Enthusiastic about supporting executive leadership and contributing to company success
As an executive assistant in a startup, be prepared for:
- Fast-paced work with shifting priorities
- Wearing multiple hats beyond core responsibilities
- Resourcefulness
- Direct impact on company operations and growth
- Less structured processes with opportunity to shape operations
- Close-knit teams across all levels
- Potential for career growth as the company expands
- Possibly longer hours, especially during critical periods
- Exciting, innovative atmosphere
The ideal candidate will thrive in this dynamic environment, seeing challenges as opportunities and bringing a can-do attitude to every task. You'll need to be adaptable, flexible, and comfortable with change while working closely with executives and team members.
Location:
- This hybrid role is based in Wilmington, NC area, with in-office presence required 1-2 days per week.
- The applicant is expected to maintain a designated, secure remote work environment when working from home.
- Occasional travel may be required to support executives at offsite meetings or events.
Start Date:
- We are looking for a candidate who can start in the role mid-late August.
Working with Harbor.ai
Harbor is committed to providing reasonable support (called accommodations) in our recruiting processes for candidates with disabilities, long term conditions, mental health conditions, or sincerely held religious beliefs, or who are neurodivergent or require pregnancy-related support. If you need support, please reach out to Ops@harborai.net
Individual pay is determined by skills, qualifications, experience, and location. Compensation details listed in this posting reflect the base salary only, and do not include bonus, equity or sales incentives, if applicable. In addition to the base salary, Harbor offers PTO, sick time, a hybrid work environment (in-office in the NYC area 1-2 days per week), medical, dental and vision benefits for the employee, as well as access to an employee equity pool.
Harbor is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law. We may use your information to maintain the safety and security of Harbor, its employees, and others as required or permitted by law. Additionally, Harbor.ai participates in the E-Verify program in certain locations, as required by law.
Harbor is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at Ops@harborai.net