At Trunk Tools, we are tackling the massive $13 trillion+ construction industry. We’re an exceptional team of serial entrepreneurs, brought together by our shared mission: automating construction. Our founding team (SpaceX, Stanford, MIT, Carta, etc.) has successfully built and deployed software in construction for 140k+ users, millions of users beyond the construction space, and worked on +$2 billion of built-environment projects. We aren’t another out-of-touch tech startup, most of our team comes from construction.

We spent the last few years building the brain behind construction. Now we are deploying workflows/ agents, starting with Q&A document chatbot, to be ingrained in construction teams’ workflows, ultimately to automate construction. Given our immense traction with several Fortune 500 construction companies, we are doubling our team in order to deploy several more agents this year. You will have an opportunity to drive the transformation of a multi-trillion-dollar industry full of waste, risks and inefficiencies.

About the Role

We are seeking an experienced and highly skilled Senior Executive Assistant to provide dedicated support to our CEO, Dr. Sarah Buchner, and to oversee the efficient operation of our NYC office. This role goes beyond traditional executive assistance, requiring strategic oversight, leadership in office management, and proactive engagement in company operations. The ideal candidate will be an influential partner to the CEO, bringing a high level of professionalism, discretion, and leadership. This role requires being in the NYC office with a minimum of 4 days per week.

What You Will Do and Achieve:

Executive Leadership Support:

• Assisting the CEO, providing high-level administrative support, including strategic calendar management, complex travel coordination, and detailed meeting preparation.

• Anticipate the needs of the CEO and proactively address issues before they arise, enabling her to focus on strategic initiatives and business growth.

• Manage CEO’s email and inbox flagging important email communication and drafting responses.

• Prepare and edit correspondence, communications, presentations, and other documents.

• Handle confidential information with discretion and professionalism.

• Provide some personal assistance to the CEO, so she can focus on business priorities.

• Plan travel arrangements for the executive team, including monthly executive onsites and conferences.

Office Operations Management:

• Lead the management of daily office operations, including ordering daily lunches for the NYC office.

• Strategically manage office resources, including supplies, equipment, and vendor relationships, to optimize operational efficiency and cost-effectiveness.

• Plan, coordinate, and execute company-wide events, quarterly offsites, meetings, and activities.

• Serve as the primary liaison for all office-related matters, including facility management, security, and executive visitor experiences, ensuring the office runs smoothly.

• Work with team to design, order, and deliver swag for both internal team members and external customers and investors.

Strategic Administrative Oversight:

• Lead HR-related initiatives, including onboarding new employees, maintaining employee records, and developing office policies and procedures.

• Take ownership of office financial management, including budgeting, expense tracking, and financial reporting, providing strategic recommendations to optimize resources.

• Serve as the go-to point of contact for complex administrative inquiries, offering solutions and guidance that reflect the company’s strategic objectives.

Who You Are:

• 7+ years of experience as an Executive Assistant or in a similar role, with a proven track record of supporting C-level executives in fast-paced, high-growth environments.

• Demonstrated ability to manage and prioritize a wide range of tasks while maintaining a high level of attention to detail and quality.

• Exceptional written and verbal communication skills, with the ability to craft clear, compelling messages that reflect the voice of the CEO.

• Advanced proficiency with Google Workspace (Gmail, Calendar, Drive) and other relevant office management and communication tools.

• A strategic thinker with a proactive, problem-solving mindset and a ‘can-do’ attitude.

• Proven ability to handle sensitive information with the utmost integrity and confidentiality.

• Experience working in dynamic environments, with the ability to adapt quickly to changing priorities and drive projects to completion.

• Because this role is customer-facing, it requires monitoring email and communication during the weekends and nights.

What we offer

🎖️ A close-knit and collaborative early-stage startup environment where every voice is heard and every opinion matters; currently, we're 25 team members.

💰 Competitive salary and stock option equity packages.

🏥 3 Medical Plans to choose from including 100% covered option. Plus Dental and Vision Insurance!

💰 401K

🤓 Learning & Growth stipend.

🥨 Free lunch provided in NYC and Austin office - you’ll never go hungry with us!

🛫 Unlimited PTO; We truly believe in work-life balance and that hard work should be balanced with time for rest and rejuvenation.

🏝 IRL / In-Person retreats throughout the year.

Salary range: $90,000 to $125,000 + equity

We realize applying for jobs can feel daunting at times. We don’t expect you to check all the qualification boxes and encourage you to apply if you have experience in some of the areas.

At Trunk Tools, we’re working hard to build a more productive and safer environment within the construction industry, and we strive to live by these same values here at Trunk Tools HQ. As an equal-opportunity employer, we are committed to building an inclusive environment where you can be you. We work hard to evaluate all employees and job applicants consistently, without regard to race, color, religion, gender, national origin, age, disability, pregnancy, gender expression or identity, sexual orientation, or any other legally protected class.