Executive Assistant

Parallel Systems is pioneering autonomous battery-electric rail vehicles designed to transform freight transportation by shifting portions of the $900 billion U.S. trucking industry onto rail. Our innovative technology offers cleaner, safer, and more efficient logistics solutions. Join our dynamic team and help shape a smarter, greener future for global freight.

Executive Assistant

We’re looking for a highly organized, detail-oriented Executive Assistant to directly support our CEO and help drive efficiency across their day. You’ll act as a strategic partner - managing complex schedules, handling communications, and ensuring our CEO is always prepared and focused.

In addition to your executive support responsibilities, you’ll oversee office management duties to ensure the workspace runs smoothly and remains a productive environment for our team. This is an exciting opportunity to play a central role at the heart of the company, working closely with leadership and influencing company culture.
Responsibilities:

• Own the CEO’s calendar end-to-end, proactively resolving conflicts, coordinating across time zones, triaging meeting requests against the CEO’s top priorities, and protecting time for high-impact work
• Optimize the CEO’s inbox, ensuring emails are routed and addressed in a timely manner, including ghostwriting for the CEO as needed
• Coordinate the CEO’s domestic and international travel arrangements, including flights, lodging, ground transportation, and travel briefs outlining meeting agendas, participants, and context
• Prepare meeting materials, take notes, and track follow-ups
• Anticipate needs and proactively remove barriers to the CEO’s effectiveness
• Handle sensitive and confidential information with discretion
• Support special projects, sometimes in partnership with the Chief of Staff
• Oversee day-to-day office operations to maintain a clean, efficient, and welcoming environment, with support from the Front Desk Administrator and Shop team as needed
• Serve as the point of contact for VIP onsite visitors
• Maintain and improve internal systems such as company directories for important documents including NDAs and contracts
• Support planning and execution of in-office events, company gatherings, and team offsites
• Assist with space planning to ensure the workspace can accommodate company growth and team synergies

What Success Looks Like

• After 30 days: You fully own CEO’s calendar. You understand key stakeholders (internal and external) and CEO’s communication cadence with each. You’ve introduced a triage process to CEO’s inbox. You’ve adopted working systems to maintain consistency in CEO’s and office’s day-to-day
• After 60 days: You are coordinating across our Leadership team – this may look like organizing a team offsite and/or actively tracking team follow-ups to close. You are proactively identifying ways to optimize CEO’s time.
• After 90 days: You independently run the CEO’s day-to-day support with strong judgment and attention to detail. Travel, expenses, inbox, and calendar are managed reliably, meeting requests are handled within 24 hours with no avoidable logistical misses, focus time is protected at least two days per week, confidential information is handled without issue, and all employees are treated fairly and respectfully.

Basic Qualifications

• 4+ years of experience as an Executive Assistant, supporting a C-level executive
• Exceptional organizational and time management skills
• Strong written and verbal communication
• Ability to multitask and prioritize in a fast-paced environment
• A high degree of professionalism and discretion
• Proficiency with Office 365, Slack, Zoom, and other common office tools

Preferred Qualifications

• Experience working in a startup or high-growth company
• Event coordination or office management experience
• Familiarity with tools like Fyle, Navan and Greenhouse

We are committed to providing fair and transparent compensation in accordance with applicable laws. Salary ranges are listed below and reflect the expected range for new hires in this role, based on factors such as skills, experience, qualifications, and location. Final compensation may vary and will be determined during the interview process. The target hiring range for this position is listed below.

Target Salary Range:$90,000—$110,000 USD

Parallel Systems is an equal opportunity employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to any discriminatory factor protected by applicable federal, state or local laws. We work to build an inclusive environment in which all people can come to do their best work.

Parallel Systems is committed to the full inclusion of all qualified individuals. As part of this commitment, Parallel Systems will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact your recruiter.