Executive Assistant/Office Manager

Who Are We?

Have you struggled to reserve that coveted summer camping spot at a state park? Have you wondered why you’re stuck filling out a paper form to renew a permit? What about not being able to reserve your favorite pickleball court from your phone?

Kaizen Labs is redefining government technology and building solutions across parks & recreation, permitting, citizen engagement, and more. We recognize that incumbent software systems are inefficient and sometimes broken. That’s why we believe residents and public servants across America’s 85,000 government agencies deserve access to modern, trusted software that rivals what we use in our daily lives.

Kaizen’s software currently serves 25 million residents across the country. Some of our partners include the City of Santa Clarita, Vail Recreation District, and Pima County. Most recently, we launched day pass software for 20 million visitors across Maryland’s state parks. Here is a quick video capturing the essence of our work with Pima County, AZ!

Founded in 2022 and based in New York City, we’re backed by Accel and Andreessen Horowitz. Our team of 25 (and growing) is eager to leave a lasting impact on the public services that are so critical to our health, safety, and wellness.

Before You Apply...

To save you time, we’d love for you to check out this quick video from our CEO, Nikhil - he’s the person you’d mainly be supporting in this role. The first step in our interview process is to send back a short (around 5-minute) video. If you’re excited about the role, please record a video via Loom and attach it to your application!

The Role

Kaizen Labs is searching for a relentlessly driven, competent Executive Assistant/Office Manager to anchor the operations of our CEO, COO, and the broader leadership team. This is not your typical admin role. We’re looking for someone who thrives under pressure, anticipates needs before they arise, and operates with a level of precision and urgency that mirrors the stakes of our work.

You’ll serve as a force multiplier, managing mission-critical schedules, coordinating travel across time zones, navigating high-stakes meetings, and maintaining the business's operational rhythm. Your fingerprints will be on everything from strategic calendaring to client-facing logistics. You’ll be the person behind the scenes, making sure our leadership team can operate at peak performance, no matter what the day throws at them.

This fast-paced, high-impact role is suited for someone who is fiercely organized, cool under pressure, and thrives on solving hard problems quickly. You’ll also own the in-person energy of the office, ensuring our team has a seamless, inspiring, and well-oiled environment to do their best work. We want to meet you if you’re scrappy, obsessed with operational excellence, and excited to help scale a growing tech startup with public impact.

Location

This is a hybrid role. You must be based in or near New York City and available to work from our office at least 3+ days a week. Some weeks may require more, especially when we’re moving fast on key initiatives.

What You’ll Do…

Executive Assistant:

• Own the CEO’s calendar with a sense of urgency and foresight. Schedule high-stakes meetings, resolve conflicts in real time, and keep days focused and efficient.

• Serve as the CEO's and COO's right hand. Your goal is to stay two steps ahead on priorities, flagging bottlenecks before they hit and ensuring leaders are never caught off guard.

• Manage inboxes, logistics, travel, communications, and planning with surgical attention to detail.

• Represent the CEO’s voice and judgment in decision-making - discretion, speed, and judgment are essential.

• Keep the executive team moving at a rapid pace, coordinating meetings across time zones, prepping agendas, and ensuring follow-ups are completed on time.

Office Management:

• Take complete ownership of our NYC office environment, ensuring it’s well-stocked, functional, and a space our team loves to be in.

• Manage vendors, deliveries, and food/snack programs quickly and consistently.

• You will set the tone for our in-person culture. You will be the heartbeat of the office and the go-to for “how we do things.”

• Plan and execute memorable team moments, from spontaneous lunches to company offsites, holiday parties, and team dinners.

• Drive contin