Executive Assistant

About GreenLite

GreenLite is working to simplify the U.S. construction permitting process, which is often opaque and slow-moving. The industry deals with more than 500,000 forms and 20,000 processes, even though 95% of cities rely on the same building code. Delays in permitting can slow expansion, disrupt project timelines, and reduce revenue for businesses.

Established in 2022 by builders, entrepreneurs, and industry specialists, GreenLite helps developers across the country move through permitting with greater speed and certainty. The company combines AI-driven software with an in-house group of registered architects, engineers, and city planners to produce code-ready plans before submission, reducing revisions, delays, and costs.

Backed by $86M in venture funding from investors such as Insight Partners, Energize Capital, Craft Ventures, LiveOak Ventures, Trust Ventures, and Chicago Ventures, GreenLite supports national brands including Walgreens, TD Bank, and Driven Brands in accelerating approvals, lowering risk, and enabling growth.

About the Role

This is a high-trust, high-visibility Executive Assistant position at a fast-growing Series B company of about 90 employees based in New York City. The role acts as a strategic operations partner to a 10-person executive team, handling the daily administrative load so leaders can stay focused, aligned, and productive. It calls for excellent judgment, strong organization, and the ability to juggle multiple leaders and priorities at the same time.

Key Responsibilities

• Manage demanding calendars for 10 executives, resolving conflicts, balancing priorities, and safeguarding time for focus work.
• Coordinate meetings with internal and external stakeholders across time zones and ensure everyone has the necessary details beforehand.
• Stay ahead of scheduling needs by identifying conflicts and upcoming requirements early.
• Arrange all travel end to end for executives, including flights, hotels, local transport, and visa support.
• Create detailed travel itineraries and help ensure smooth execution for both domestic and international trips.
• Prepare, track, and reconcile travel and expense submissions for the team.
• Organize quarterly board meeting logistics, including venue planning, material distribution, attendee management, and follow-up tracking.
• Support the Chief of Staff with board decks, pre-read materials, and post-meeting action items.
• Maintain the board calendar, handle board member communication, and monitor deadlines tied to each meeting cycle.
• Assist with investor meeting scheduling and board observer coordination.
• Draft agendas, briefing documents, and follow-up materials for executive meetings.
• Screen and draft communications for executives when needed.
• Capture notes from important leadership meetings and track action items through completion.
• Take on special projects and research assignments across the executive team.
• Act as a connective link between leadership and the wider organization alongside the Chief of Staff.
• Support onsite planning for executive offsites, team events, and leadership summits.

Requirements

• 3 to 5 years of experience supporting multiple senior leaders or a C-suite team in a fast-moving environment.
• Demonstrated ability to manage many priorities and stakeholders at the same time.
• Strong business writing skills with the ability to communicate clearly, succinctly, and with the right tone for executive audiences.
• Strong discretion and the ability to handle confidential information appropriately.
• Comfort using Google Workspace and Slack, with the ability to learn new tools quickly.
• A proactive, low-ego, highly accountable working style.
• Startup or high-growth tech company experience is preferred.
• Background in board meeting coordination or investor relations support is a plus.
• Experience with project management tools such as Notion or Asana is helpful.
• Experience supporting more than 5 executives simultaneously is a bonus.

Benefits and Perks

• Competitive pay with access to an employee equity program.
• Annual performance bonuses tied to impact and results.
• Comprehensive medical, dental, and vision coverage for full-time employees and their families.
• 401(k) retirement plan.
• Generous parental leave for all parents.
• Monthly wellness stipend plus access to Wellhub, Talkspace, and Teladoc.
• Weekly catered team lunches at the New York City office.
• Company-wide all-hands meetings twice a year.
• Regular team-building events.
• Unlimited paid time off.
• A hybrid office setup with 4 in-office days per week, shifting to 3 in-office days during the summer.

Equal Opportunity

GreenLite welcomes applicants from diverse professional and personal backgrounds and encourages people who may not meet every listed requirement to still apply. The company is committed to building an inclusive workplace and does not discriminate on the basis of race, sex, gender, national origin, religion, sexual orientation, gender identity, marital or familial status, age, ancestry, disability, genetic information, or any other protected characteristic under applicable law.