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Executive Assistant

Executive Assistant

Old Well LabsCharlotte, NC, US
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Executive Assistant

We are seeking a full-time Executive Assistant to support our senior leadership team. This is a high-impact, high-visibility role with exposure to nearly every part of the business - from product and sales to customer success, operations, and marketing. You'll be a vital part of our team and an anchor of the office, ensuring the leadership team is focused, supported, and always one step ahead.

This role is in-person, based in our Charlotte office, and ideal for someone who enjoys fast-paced, high-trust environments. The right candidate will be energized by being around people, solving problems in real time, and balancing structure with adaptability.

Old Well Labs (OWL) is a software startup building next-generation analytics tools for the institutional investment industry. Our AI-powered platform centralizes billions of data points to bring clarity to complex data.

We're a fast-paced, collaborative, and rapidly growing team. As we scale, we need someone who can help our leadership stay focused on the highest-leverage work.

Who We're Looking For

We're looking for someone who is :

  • Highly organized, detail-oriented, and calm under pressure
  • An excellent communicator - clear, direct, and concise
  • A fast writer and confident email drafter with sound judgment
  • Experienced managing an executive's inbox, triaging messages, prioritizing threads, and flagging what matters
  • Energized by being present and responsive in an in-person office setting
  • Proactive, adaptable, and resourceful - you take initiative and run with it
  • Comfortable managing calendars, handling logistics, and serving as a cultural glue for the team
  • Tech-savvy and quick to pick up new tools (Outlook, Teams, AI tools, CRMs)

Key Responsibilities

  • Manage and triage executive inboxes (primarily the CEO), including sorting, replying, drafting, flagging, and filing
  • Own calendar coordination : scheduling, prioritizing time, and resolving conflicts
  • Handle internal and external communications (via email, LinkedIn, Teams, etc.)
  • Coordinate travel and team events - flights, hotels, itineraries, reservations, confirmations, occasional team offsites, holiday events
  • Support sales and CRM operations : follow-ups, list cleanup, light reporting (HubSpot experience is a plus)
  • Prepare, format, and edit documents, presentations, and memos
  • Own general office management (supplies, space setup, vendors, visitor logistics)
  • Assist with invoicing, data entry, light research, and other one-off projects, as assigned

    • Requirements

    Required Skills

  • 3+ years supporting a senior executive in a fast-paced environment
  • Experience managing a busy inbox with discretion and speed
  • Excellent written and verbal communication skills
  • Strong judgment and sense of urgency - know what can wait and what can't
  • Confidence using Outlook, Excel, Teams, and AI tools
  • Track record of reliability and follow-through
  • Comfort with light math and research

    • Nice to Have

  • HubSpot or CRM experience
  • Familiarity with Webflow, Canva, or light design tools
  • Experience planning team events or managing logistics

    • Growth Opportunity

    This role offers deep exposure to startup operations, investor interactions, sales strategy, and cross-functional leadership. For the right person, it can evolve into a Chief of Staff, Ops Manager, or Strategic Projects lead as the company grows. If you thrive in high-responsibility, low-ego environments and want to grow alongside the company, we'd love to meet you.

    Compensation & Benefits

  • Competitive salary
  • Equity potential
  • Full benefits package (health, vision, dental)
  • Flexible PTO policy
  • High trust, high-impact team culture
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