Part Time Executive Assistant

Role: Part-time personal + executive assistant to Diana
Location: New York City (in-person as needed; not required daily)
Hours: 10 hours/week, paid hourly as an independent contractor to Parallel
Schedule: Flexible — could be ~2 hrs/day Mon–Fri, or structured blocks (e.g., 3 hrs MWF, or 4 hrs Mon/Tue + 2 hrs Fri). Hours may ebb and flow week to week, but the expectation is to align on a consistent weekly schedule upfront and communicate any changes proactively.
Path: Strong potential to grow into a full-time role post-graduation

Responsibilities

Scheduling & Coordination
 

• Help coordinate scheduling across personal and professional contexts
• Help coordinate logistics for the broader leadership team as needed

Travel & Transportation
 

• Book and manage travel: flights, hotels, ground transportation, itineraries
• Coordinate travel across conferences, customer visits, and personal trips (primarily domestic, occasional international)
• Build detailed itineraries with confirmations, addresses, and key contacts

Errands (in-person, NYC)
 

• Run physical errands around the city: returns, deliveries, pickups, drop-offs
• Coordinate with building management, office visitors, or vendors on-site as needed
• Maybe even scout venues or support logistics for events and off-sites; research vendors, services, products, restaurants, and other options

Meeting Preparation & Communication
 

• Prepare agendas and background materials for weekly one-on-ones and other recurring meetings
• Research meeting participants — pull bios, recent news, and suggest relevant conversation topics
• Review meeting transcripts and draft follow-up emails and action items
• Support proposals, decks, and other written projects
• Help set up and maintain data tracking across relevant areas
• Support the creation of presentations and other deliverables

Research Projects
 

• Lead focused research projects on topics Diana is curious about or wants to understand more deeply (industry trends, companies, people, etc.)
• Synthesize research into clear, digestible summaries and recommendations

Expectations
 

• Commit to 10 hours/week; exact schedule is flexible but must be agreed upon upfront and communicated clearly
• Meet deadlines consistently; if a deadline is at risk, flag it early rather than after the fact
• Strong time management: able to prioritize across tasks, manage their own workload, and keep Diana informed without being prompted
• Based in New York and able to come to the office or run in-person errands when needed (not daily, but regularly)
• Comfortable managing a mix of personal and professional tasks with discretion
• Able to work independently, manage multiple projects simultaneously, and follow through without hand-holding
• Strong communicator — proactive about flagging questions or blockers

Requirements
 

• Currently enrolled as a student (should we open it up to others?)
• Based in New York City; available for in-person work as needed
• Extremely detail-oriented — catches what others miss and takes pride in accuracy
• Highly tech-savvy; proficient with Google Workspace (Gmail, Calendar, Drive, Docs), Slack, and similar tools
• Fluent with AI tools (e.g., ChatGPT, Claude, Notion AI, or equivalent) — we’re an AI-centric company and expect this person to use AI to work smarter and faster
• Exceptional written and verbal communication skills — professional in all interactions with Diana, the leadership team, and external stakeholders
• Deeply responsible with time: sets clear weekly expectations about availability, communicates proactively about capacity, and follows through on commitments
• Resourceful and self-directed — able to research, synthesize, and make recommendations independently
• Genuinely excited about working in tech and eager to grow within the role
• Interest in a long-term opportunity (strong potential to grow into a full-time role post-graduation)