Executive Assistant

About the Role

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.

About Old Well Labs

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 ChatGPT/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