Job Description
About Panoptyc
At Panoptyc, we’re on a mission to revolutionize loss prevention. Using visual AI and manual reviewers, we help retailers detect theft in over 15,000 markets across the United States. From Fortune 500 giants to local businesses, our impact is far-reaching. As a fully remote, rapidly growing team, we’re excited to invite top talent worldwide to join us in reshaping the future of retail security.
About the Role
We’re seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide operational leverage and execution support to our Head of Retail during a critical growth phase. In this pivotal role, you’ll oversee calendar management, cross-functional coordination, meeting execution, and follow-through across key retail initiatives.
You’ll have the opportunity to build and optimize internal coordination systems, reporting structures, and communication workflows, working closely with Retail, Operations, Product, and Leadership in a fast-paced, high-accountability environment.
This role is central to keeping the Retail function organized, aligned, and moving efficiently. You’ll act as a trusted right hand — ensuring priorities are clear, meetings are productive, and follow-ups don’t fall through the cracks.
Responsibilities
Manage complex calendar scheduling and meeting coordination across multiple time zones
Prepare meeting agendas, capture detailed notes, and track action items to completion
Coordinate cross-functional communication between Retail, Ops, Product, and Leadership
Support retail rollout planning and logistics across multi-location deployments
Organize and maintain documentation, dashboards, and reporting materials
Assist with travel planning and administrative logistics
Proactively follow up on projects, deadlines, and outstanding deliverables
Identify process gaps and implement structure to improve execution efficiency
Requirements
Prior experience as an Executive Assistant, Operations Assistant, or similar support role
Strong organizational skills with exceptional attention to detail
Excellent English communication skills (written and verbal)
Comfortable working directly with senior leadership
Ability to manage multiple priorities without sacrificing accuracy
Proactive, solutions-oriented mindset with high ownership
Strong documentation and note-taking capabilities
Strong communication skills and ability to work effectively in a remote environment
Availability to work during US business hours
Tools & Technology
Productivity & Documentation: Google Workspace, Microsoft 365
Task & Project Management: Notion, Ninety, task management platforms
Communication & Collaboration: Slack
Reporting & Dashboards: Internal reporting tools and spreadsheets
Collaboration: Slack, Google Workspace, Notion, Ninety, and Microsoft 365
Bonus Points
Experience supporting retail, operations, or multi-location businesses
Experience working with US-based teams
Familiarity with productivity and task management tools
Experience creating structured reporting or executive dashboards
Background in high-growth startup environments
Why Join Panoptyc?
Competitive compensation aligned with experience
High-visibility role with direct impact on Retail execution and company growth
Opportunity to work closely with executive leadership
Be part of a rapidly growing team reshaping retail security
Full remote work flexibility with a dynamic, global team
