Executive Assistant - Retail Office

📋 Description

• • Panoptyc is at the forefront of revolutionizing loss prevention for retailers, leveraging cutting-edge visual AI and a dedicated team of manual reviewers to detect theft across more than 15,000 markets in the United States. Our innovative solutions serve a diverse clientele, ranging from Fortune 500 corporations to local businesses, underscoring the broad and significant impact of our work. As a fully remote company experiencing rapid growth, we are actively seeking exceptional global talent to join our mission and contribute to shaping the future of retail security.
• • We are looking for a highly organized, proactive, and meticulously detail-oriented Executive Assistant to provide critical operational leverage and execution support to our Head of Retail. This role is instrumental during a period of significant growth, demanding a candidate who can expertly manage complex calendar scheduling, facilitate seamless cross-functional coordination, ensure productive meeting execution, and drive diligent follow-through on all key retail initiatives. You will be the linchpin in ensuring the smooth operation and strategic advancement of our retail sector.
• • In this pivotal position, you will have the unique opportunity to design, build, and optimize internal coordination systems, refine reporting structures, and enhance communication workflows. You will collaborate closely with teams across Retail, Operations, Product, and Leadership, navigating a fast-paced, high-accountability environment where precision and efficiency are paramount. Your contributions will directly influence the alignment and momentum of the entire Retail function.
• • This role is central to maintaining the organization, alignment, and efficient progression of our retail operations. You will serve as a trusted right-hand support, ensuring that priorities are clearly defined, meetings are highly productive and action-oriented, and that critical follow-ups are consistently addressed and completed without delay. Your ability to anticipate needs and proactively manage tasks will be essential.
• • Key responsibilities include the comprehensive management of complex calendar scheduling and meeting coordination, often involving multiple time zones and demanding precise logistical planning. You will be responsible for preparing detailed meeting agendas, meticulously capturing comprehensive notes, and diligently tracking all action items from inception to successful completion, ensuring accountability and progress.
• • You will facilitate and coordinate essential cross-functional communication, acting as a bridge between the Retail, Operations, Product, and Leadership teams. This involves ensuring information flows effectively and that all stakeholders are informed and aligned on key objectives and developments.
• • A significant part of your role will involve supporting the intricate planning and logistical execution of retail rollouts, particularly across multi-location deployments. This requires a keen eye for detail and the ability to manage complex project timelines and resource allocation.
• • You will be tasked with organizing and maintaining critical documentation, ensuring that dashboards are up-to-date, and that reporting materials are readily accessible and accurate. This involves establishing and upholding robust information management systems.
• • The role also encompasses assisting with travel planning and other essential administrative logistics, ensuring that executive travel is managed efficiently and effectively, minimizing disruption and maximizing productivity.
• • A core function will be the proactive follow-up on projects, deadlines, and outstanding deliverables. You will be expected to anticipate potential roadblocks and ensure that all commitments are met in a timely manner.
• • Furthermore, you will play a crucial role in identifying process gaps within the retail operations and implementing structured solutions to enhance overall execution efficiency and effectiveness. This involves a continuous improvement mindset and a drive to optimize workflows.
• • This position offers a unique opportunity to gain deep insights into the operational dynamics of a rapidly growing tech company in the retail security space, working directly with senior leadership and contributing to strategic initiatives. Your success in this role will directly impact the company's ability to scale its retail operations effectively and achieve its ambitious growth targets. You will be empowered to take ownership and drive tangible results in a dynamic and supportive environment.