Executive Assistant to the CEO

About Us

At Hayden AI, we are on a mission to harness the power of computer vision to transform the way transit systems and other government agencies address real-world challenges.

From bus lane and bus stop enforcement to transportation optimization technologies and beyond, our innovative mobile perception system empowers our clients to accelerate transit, enhance street safety, and drive toward a sustainable future.

About The Role

We’re seeking a sharp, proactive, and exceptionally organized Executive Assistant to partner with our CEO. You will play a key role in ensuring the CEO is informed, prepared, and operating efficiently in a fast-moving, high-growth environment. If you thrive in dynamic settings, anticipate needs before they arise, and enjoy being the connective force behind a mission-driven leadership team, we’d love to meet you.

Key Responsibilities

• Travel Management: Coordinate all aspects of weekly domestic and international travel — flights, lodging, ground transport, meals — while accounting for preferences, time zone transitions, and contingency planning.
• Calendar Mastery: Own and manage our CEO’s complex calendar. You will thoughtfully prioritize, proactively resolve conflicts and ensure the CEO is always prepared for what’s next.
• Scheduling & Coordination: Schedule internal and external meetings across time zones with precision and efficiency in partnership with the Chief of Staff. Work closely with key stakeholders to ensure alignment and responsiveness.
• Executive Support & Prioritization: Act as a key point of contact for the CEO, helping to triage requests, streamline communication, and ensure time and attention are directed to the highest-priority matters.
• On-Call Responsiveness: Be available for time-sensitive coordination, including outside of traditional business hours (especially for travel changes, as needed).
• Expense Processing: Collect, review, and process the CEO’s business-related expenses in a timely and accurate manner.
• Business Gathering Coordination: Coordinate business lunches and dinners for the CEO with internal stakeholders, clients, or external partners.
  
  

What We’re Looking For

• +5 years of experience supporting a CEO or founder; preferably in a high-growth tech environment
• Outstanding organizational and time management skills; able to pivot quickly and prioritize effectively
• Exceptional written and verbal communication skills
• Cool under pressure with high emotional intelligence, discretion and professional judgment
• Proactive mindset: anticipates needs before they arise
• Mastery of calendar tools (Google Calendar, Calendly), communication platforms (Slack, Zoom), and travel management tools (Navan)
• Operates with urgency, attention to detail, and the ability to juggle multiple priorities
  
  

Nice to Have

• Experience working with venture/PE-backed startups or growth-stage companies
• Experience working with AI companies
  
  

Compensation Range: $118K - $154K