Executive Assistant to the CEO

Location: New York, NY

Reports to: CEO

About AlphaSense: 

AlphaSense is a market intelligence platform used by the world's leading companies and financial institutions. Since 2011, our AI-based technology has helped professionals make smarter business decisions by delivering insights from an extensive universe of public and private content—including company filings, event transcripts, news, trade journals, and equity research. Our platform is trusted by over 3,500 enterprise customers, including a majority of the S&P 500. Headquartered in New York City, AlphaSense employs over 1,000 people across offices in the U.S., U.K., Finland, and India. For more information, please visit www.alpha-sense.com.

About the Role: 

AlphaSense is seeking an exceptional individual to join our team as an Executive Assistant (EA) to our CEO, Jack Kokko. This is the first time our CEO is hiring a dedicated EA, and we are looking for a top-tier executive assistant who has a track record of supporting high-achieving CEOs in a fast-paced environment. This is a unique opportunity to work alongside and be a trusted advisor to the CEO during an exciting period of growth and in preparation for an IPO. The ideal candidate should be based in New York and be willing to work from our Union Square office. 

What You’ll Do: 

• Strategic Focus: Keep the CEO focused on key priorities and deprioritize tasks that divert attention from the mission. Assist in aligning the CEO’s efforts with the company’s strategic goals and objectives. 
• Efficiency and effectiveness: Learn the CEO’s preferred work style and find ways to enhance his efficiency and effectiveness. Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize productivity. 
• Organizational Oversight: Maintain a high level of organization that surpasses industry standards. Ensure that all processes and tasks are meticulously organized and executed, with a focus on excellence and attention to detail. Hold individuals accountable for meeting deadlines and expectations.
• Calendar and Schedule Management: Efficiently manage and own the CEO's calendar, ensuring that all appointments, meetings, and events are scheduled, prioritized, and communicated effectively. Proactively anticipate conflicts and provide recommendations to optimize the CEO's time. 
• Travel Arrangements: Coordinate domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and visa arrangements. Manage travel itineraries, ensuring all logistics are well-organized and communicated clearly.
• Board of Directors (BOD) Meetings: Assist in the planning and coordination of BOD meetings, including scheduling, preparing materials, and organizing logistics. Collaborate with the CEO and other stakeholders to ensure the smooth execution of BOD meetings and follow-up actions.
• Executive Team Meetings: Support the CEO and Chief of Staff in scheduling and preparing for  executive team meetings. Ensure the agenda is prepared, materials are distributed and address any scheduling conflicts that may arise. 
• Communication Management: Handle incoming and outgoing communications on behalf of the CEO, including emails, phone calls, and other correspondence. Prioritize and respond to messages, inquiries, and requests in a professional and timely manner. 
• Confidentiality and Discretion: Maintain a high level of privacy and discretion when handling sensitive information. Handle confidential documents and discussions with the utmost care and professionalism.
• Special Projects: Assist the CEO with various special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks. Take ownership of assigned projects and ensure timely completion.

Who You Are:

• Top Tier EA experience: Proven experience as a Tier 1 executive assistant supporting a high-achieving CEO is essential. 
• Organization and Attention to Detail: Your organizational and time management skills are unrivaled. You are able to prioritize tasks, handle multiple competing priorities and demonstrate meticulous attention to detail. 
• Proactive Problem-solver: You exhibit strong problem-solving skills, and think several steps ahead to identify potential issues before they arise. You are proactive in addressing conflicts and finding effective solutions. 
• Emotional Resilience and Professionalism: