Executive Assistant/Office Manager

Who Are We?

Have you struggled to reserve that coveted summer camping spot at a state park? Have you wondered why you’re stuck filling out a paper form to renew a permit? What about not being able to reserve your favorite pickleball court from your phone?

Kaizen Labs is redefining government technology and building solutions across parks & recreation, permitting, citizen engagement, and more. We recognize that incumbent software systems are inefficient and sometimes broken. That’s why we believe residents and public servants across America’s 85,000 government agencies deserve access to modern, trusted software that rivals what we use in our daily lives.

Kaizen’s software currently serves ~1.5 million residents across the country and this number will increase to 7 million in the first half of 2025. Some of our partners include the City of Santa Clarita, MetroParks of Butler County, and the Town of Weymouth. Here is a quick video capturing the essence of our work with Pima County, AZ!

Founded in 2022 and based in New York City, we’re backed by Accel and Andreessen Horowitz. Our team of 25 (and growing) is eager to leave a lasting impact on the public services that are so critical to our health, safety, and wellness.

The Role

Kaizen Labs is searching for a relentlessly driven, competent Executive Assistant/Office Manager to anchor the operations of our CEO, COO, and the broader leadership team. This is not your typical admin role. We’re looking for someone who thrives under pressure, anticipates needs before they arise, and operates with a level of precision and urgency that mirrors the stakes of our work.

You’ll serve as a force multiplier, managing mission-critical schedules, coordinating travel across time zones, navigating high-stakes meetings, and maintaining the business's operational rhythm. Your fingerprints will be on everything from strategic calendaring to client-facing logistics. You’ll be the person behind the scenes, making sure our leadership team can operate at peak performance, no matter what the day throws at them.

This fast-paced, high-impact role is suited for someone who is fiercely organized, cool under pressure, and thrives on solving hard problems quickly. You’ll also own the in-person energy of the office, ensuring our team has a seamless, inspiring, and well-oiled environment to do their best work. We want to meet you if you’re scrappy, obsessed with operational excellence, and excited to help scale a growing tech startup with public impact.

Location

This is a hybrid role. You must be based in or near New York City and available to work from our office at least 3+ days a week. Some weeks may require more, especially when we’re moving fast on key initiatives.

What You’ll Do…

Executive Assistant:

• Own the CEO’s calendar with a sense of urgency and foresight. Schedule high-stakes meetings, resolve conflicts in real time, and keep days focused and efficient.

• Serve as the CEO's and COO's right hand. Your goal is to stay two steps ahead on priorities, flagging bottlenecks before they hit and ensuring leaders are never caught off guard.

• Manage inboxes, logistics, travel, communications, and planning with surgical attention to detail.

• Represent the CEO’s voice and judgment in decision-making - discretion, speed, and judgment are essential.

• Keep the executive team moving at a rapid pace, coordinating meetings across time zones, prepping agendas, and ensuring follow-ups are completed on time.

Office Management:

• Take complete ownership of our NYC office environment, ensuring it’s well-stocked, functional, and a space our team loves to be in.

• Manage vendors, deliveries, and food/snack programs quickly and consistently.

• You will set the tone for our in-person culture. You will be the heartbeat of the office and the go-to for “how we do things.”

• Plan and execute memorable team moments, from spontaneous lunches to company offsites, holiday parties, and team dinners.

• Drive continuous improvements to our office systems and fix what’s broken before others notice.

Operations Support:

• Jump into cross-functional priorities, from supporting executive offsites to prospecting leads for the business team or pulling data for a client proposal.

• Tackle special projects that require precision, speed, and adaptability - no task too ambiguous, no detail too small.

• Partner with the Ops team on logistics, scheduling, events, and travel across the company.

What You’ll Bring…

• 3+ years of experience in a fast-moving Executive Assistant, Office Manager, or Operations role - ideally in a high-growth or high-stakes environment.

• Exceptional organizational skills and a mastery of time management - you run circles around others when it comes to juggling priorities.

• Unshakable discretion and professionalism - you’ll be handling sensitive company and personnel matters on a daily basis.

• Proactive problem-solving instincts - you don't just flag problems, you solve them.

• High attention to detail and the ability to move quickly without losing your grip on the small stuff.

• Strong communication skills. You communication style is clear, polished, and fast.

• Experience supporting C-level leaders in a startup, finance, legal, tech, or other demanding context is strongly preferred.

You Will Thrive at Kaizen If…

• You crave intensity and know how to stay steady when things move fast.

• You take initiative and don’t wait for instructions when something needs to get done.

• You understand the cost of a dropped ball and work with a “no surprises” mindset.

• You don’t just keep things afloat, you elevate them.

• You want your work to have impact - both internally and externally, and you’re ready to own outcomes.

💚 At Kaizen, we believe that great work starts with taking great care of our people. We’re building something meaningful, and that starts with a culture where people genuinely love to work. Here’s how we support you - in and out of the workplace:

🩺 Comprehensive Health Coverage

We offer Silver, Gold, and Platinum PPO plans through Oxford (United), with 85% of premiums covered for employees on the Platinum plan, with a $0 premium option

🏥 Dental, Vision & Financial Wellness

You’re covered with Guardian PPO dental and Beam vision plans - Kaizen pays 99% of premiums for employees and 50% for dependents. We also offer:

• 💳 Flexible Spending Accounts (FSA & Dependent Care FSA)

• 🛡️ $100,000 in fully paid life insurance

• 🏦 401(k) access through Guideline

🤰🏼 Parental Leave That Supports Families

Because time with your growing family matters.

• 🍼 16 weeks fully paid for birthing parents and 10 weeks paid for non-birthing parents

🗽 Everyday Support & Flexibility

• 🚆 $50/month toward your commute

• 🏡 One-time setup stipend (up to $750) for your home or NYC office

• 💪 $100/month for wellness or productivity

🎡 Perks That Make Life Better

• 🎉 $250/year for recreation - because fun matters

• 📚 $500/year for professional development - because growth does too

• 🍱 Expensed lunch three days a week when you're in the office

• 💻 Company-provided laptop

🌴 Time Off to Recharge

• 🌅 Unlimited PTO

• 🇺🇸 All federal holidays off

• ☃️ A company-wide winter break during the week of Christmas

Kaizen provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

We are committed to maintaining a supportive and inclusive environment for people with diverse backgrounds and experiences. We respect the varied identities, abilities, cultures, and traditions of the individuals who comprise our organization and recognize the value that different backgrounds and points of view bring to our organization.

If you need assistance or an accommodation due to a disability, please email us at [email protected]. This information will be treated as confidential and used only to determine an appropriate accommodation for the interview process.