Senior Executive Assistant

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.
• Front Desk & Office Support
• Be present at the front desk from 9 AM to 5 PM on Monday through Thursday to assist with:
• Letting in guests, employees without badges, and deliveries.
• Greeting visitors with warmth and professionalism.

• Maintain The Office Environment, Including:

• Cleaning and organizing communal areas, glassware, and workspaces.
• Restocking and troubleshooting the coffee machine.

• Calendar Mastery

• Own and manage our Leadership Team's complex calendar. You will thoughtfully prioritize, proactively resolve conflicts and ensure they are 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.
• Ad Hoc (As Needed) Executive Leadership Team (ELT) Travel Support
• Coordinate travel and accommodations for ELT members as needed.
• Potentially supporting the CFO, CGO (once to twice a month at most), SVP of Operations (once to twice a month at most), SVP of External Affairs (once to twice a month at most) and Sr. Director of Strategy (once every couple months).
• Handle last-minute changes or travel disruptions with composure and professionalism.
• People Operations & Event Support
• Manage catering, hotel bookings, and logistics for visiting guests.
• Support event outreach and scheduling with potential keynote speakers, customers, and partners.
• Business Operations & Generalist Support
• Support Demo Day logistics, setup, and coordination.
• Contribute to presentations and analysis for All Hands, Demo Day, and Board decks in partnership with the Sr. Director of Strategy & BizOps.
• Handle ad hoc requests and operational tasks that arise in a fast-moving environment.
• Coordinate all aspects of weekly domestic and international travel — flights, lodging, ground transport, meals — while accounting for preferences, time zone transitions, and contingency planning.
• Be present at the front desk from 9 AM to 5 PM on Monday through Thursday to assist with:

• Maintain The Office Environment, Including:

• Letting in guests, employees without badges, and deliveries.
• Greeting visitors with warmth and professionalism.
• Cleaning and organizing communal areas, glassware, and workspaces.
• Restocking and troubleshooting the coffee machine.
• Letting in guests, employees without badges, and deliveries.
• Greeting visitors with warmth and professionalism.
• Cleaning and organizing communal areas, glassware, and workspaces.
• Restocking and troubleshooting the coffee machine.
• Own and manage our Leadership Team's complex calendar. You will thoughtfully prioritize, proactively resolve conflicts and ensure they are always prepared for what’s next.
• 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.
• Coordinate travel and accommodations for ELT members as needed.
• Handle last-minute changes or travel disruptions with composure and professionalism.
• Potentially supporting the CFO, CGO (once to twice a month at most), SVP of Operations (once to twice a month at most), SVP of External Affairs (once to twice a month at most) and Sr. Director of Strategy (once every couple months).
• Potentially supporting the CFO, CGO (once to twice a month at most), SVP of Operations (once to twice a month at most), SVP of External Affairs (once to twice a month at most) and Sr. Director of Strategy (once every couple months).
• Manage catering, hotel bookings, and logistics for visiting guests.
• Support event outreach and scheduling with potential keynote speakers, customers, and partners.
• Support Demo Day logistics, setup, and coordination.
• Contribute to presentations and analysis for All Hands, Demo Day, and Board decks in partnership with the Sr. Director of Strategy & BizOps.
• Handle ad hoc requests and operational tasks that arise in a fast-moving environment.

What We’Re Looking For

• 5 years of experience supporting C-Suite Executives or Leadership teams; 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
• 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

Nice To Have

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