Executive Assistant

About XenonStack

XenonStack is the fastest-growing Data and AI Foundry for Agentic Systems, enabling organizations to gain real-time, intelligent business insights.

We drive innovation through:

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  Akira AI – Building Agentic Systems for AI Agents

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  XenonStack Vision AI – Vision AI Platform

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  NexaStack AI – Inference AI Infrastructure for Agentic Systems

The Opportunity

We are seeking a highly organized, proactive, and discreet Executive Assistant to support our COO and Managing Director. This role is critical in enabling our senior leadership to focus on strategic priorities by managing day-to-day operational, administrative, and coordination tasks efficiently.

You will serve as a trusted partner, handling sensitive information, managing schedules, coordinating high-level communications, and ensuring seamless execution of priorities.

Key Responsibilities

1. Executive Support & Calendar Management

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  Manage complex calendars, prioritize meetings, and coordinate appointments for the COO and MD.

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  Proactively identify scheduling conflicts and provide solutions.

2. Communication & Correspondence

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  Draft, review, and manage high-level communications (emails, reports, presentations).

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  Act as a liaison between executives and internal/external stakeholders.

3. Meeting Preparation & Follow-up

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  Prepare agendas, briefing documents, and background materials for meetings.

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  Take detailed meeting notes and ensure timely follow-up on action items.

4. Travel & Logistics Coordination

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  Arrange domestic and international travel, accommodations, and itineraries.

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  Ensure smooth execution of travel schedules and expense reporting.

5. Project Coordination

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  Assist with strategic initiatives by tracking deadlines, deliverables, and dependencies.

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  Coordinate across teams to ensure alignment with executive priorities.

6. Confidentiality & Discretion

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  Handle sensitive and confidential information with the utmost integrity.

What Makes You a Great Fit

Experience

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  3–6 years as an Executive Assistant, preferably supporting C-level executives.

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  Experience in a fast-paced, technology-driven or startup environment is a plus.

Skills & Competencies

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  Exceptional organizational and time-management skills.

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  Strong written and verbal communication abilities.

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  Proficient in Microsoft Office Suite, Google Workspace, and collaboration tools like Slack, Zoom, Asana, or Trello.

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  Ability to anticipate needs and take initiative without constant direction.

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  High degree of professionalism and emotional intelligence.

Mindset

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  Calm under pressure and adaptable to changing priorities.

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  Proactive problem-solver with meticulous attention to detail.

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  Trustworthy and discreet with confidential matters.

Career Growth & Benefits

1. Continuous Learning & Career Growth

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  Access to professional development programs and skill-building workshops.

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  Exposure to strategic decision-making at the highest organizational level.

2. Recognition & Rewards

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  Regular feedback and performance-based incentives.

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  Special recognition for outstanding contributions.

3. Work Benefits & Well-being

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  Comprehensive medical insurance.

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  Additional allowances for special projects and responsibilities.

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  Cab facility for women employees.

Life at XenonStack – Join Us & Make an Impact

At XenonStack, we cultivate a growth-driven, people-first culture built on bold leadership, collaboration, and innovation. We value deep work, an obsession with customer adoption, and a commitment to delivering solutions that are both impactful and elegantly simple.

Our Product Philosophy:

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  Obsessed with Adoption – We design every solution to make AI more accessible, accelerating adoption across complex enterprise environments.

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  Obsessed with Simplicity – We transform complexity into seamless, intuitive experiences that deliver measurable business value.

Join us in our mission to accelerate the world’s transition to AI + Human Intelligence, and be part of a team that’s shaping the future of how enterprises work, think, and grow.