Executive Assistant /Event Planner

Position Overview

• Location Type: Remote
• Job Type: Full-Time, 6-Month Contract (potential for permanent role)
• Salary: Not specified
• Company: Timescale

At Timescale, we empower businesses with real-time insights from their data, allowing them to make faster decisions and optimize operations. We are creating a movement to unblock developers who are building the future. Timescale is a product-led growth organization driven by transparent leaders and a globally diverse, remote-first team that is proudly building a modern PostgreSQL cloud platform.

This role involves providing administrative support directly to the CEO, Ajay Kulkarni, along with other key stakeholders, and organizing company and team events. We are looking for a hands-on, detail-oriented professional with experience fostering strong relationships with executives, vendors, sponsors, and venues to ensure smooth collaboration and successful events.

Ideal Candidate Profile: Scrappy, driven to get things done, and passionate about making everyday interactions and events for employees and customers amazing and memorable.

Location Preference: While Timescale is fully remote, there is a preference for candidates based in NYC or SF for this role in the U.S., given the key stakeholders supported.

Requirements

• 5+ years of experience in executive assistance and event planning.
• Experience supporting a CEO or high-level executive at a growing tech start-up.
• Proven experience planning on-site events for 50+ individuals, including international travel, hotel accommodations, and catering.
• Proficiency in all aspects of event planning: budgeting, venue selection, vendor negotiation, logistics coordination, and post-event evaluation.
• Understanding of budgeting principles for creating and managing event budgets, monitoring expenses, and ensuring cost-control measures.
• Meticulous attention to detail with the ability to manage multiple projects simultaneously, prioritize tasks, set timelines, allocate resources, and ensure timely delivery.
• Strong organizational skills for managing calendars, schedules, emails, and other administrative tasks efficiently.
• Proficiency in office software, such as Google Workspace.
• Strong interpersonal skills to build positive relationships with executives, colleagues, vendors, and other stakeholders.
• Ability to work collaboratively in a team-oriented environment.
• Strong problem-solving abilities to anticipate issues, identify solutions, and resolve challenges.

Responsibilities

• Provide support to the CEO, including managing schedules, arranging meetings, handling correspondence, and prioritizing tasks.
• Act as a liaison between the executive team and internal/external stakeholders, effectively managing communications and requests.
• Plan, coordinate, and execute domestic and international company events, including team offsites, board meetings, and all-company gatherings, ensuring seamless logistics and engagement across locations.
• Take ownership of event projects from conception to completion, ensuring seamless execution within deadlines.
• Manage each event within budget constraints, prioritizing cost-effectiveness without compromising on quality or value.
• Communicate event details and updates effectively to all stakeholders, including executives, employees, and external partners.
• Oversee event promotion and communication to ensure maximum participation and engagement.
• Handle confidential information with discretion and maintain the highest level of professionalism in all interactions.
• Identify areas for improvement in event processes and implement enhancements to streamline workflows and increase efficiency.

Company Information

Timescale is a product-led growth organization driven by transparent leaders and a globally diverse, remote-first team. We are building a modern PostgreSQL cloud platform.