Executive Assistant & Personal Assistant to Founder & Chair

Mojo Supermarket•New York, NY

3d•Onsite

About The Position

Mojo Supermarket is seeking an exceptional Executive/Personal Assistant to support their CEO and Chairperson in both their professional and personal lives. This role requires a highly organized, resourceful individual comfortable in a fast-paced creative environment. The assistant will be a central point of coordination, managing time, priorities, communications, travel, and personal logistics to allow the principals to focus on key objectives. The position is primarily based in the NYC office five days a week, with occasional support needed at the principals' residences or elsewhere in New York City. Some travel may also be required. The ideal candidate anticipates needs, connects dots, makes sound judgments, and creates order efficiently. Responsibilities include managing complex calendars, understanding business priorities, handling communications, coordinating materials, tracking commitments, managing domestic and international travel, and addressing personal logistics such as appointments, reservations, household needs, and errands. The role also involves conducting research, taking ownership of special projects, and utilizing technology and AI for efficiency. Success in this role means earning the trust of the principals, effectively managing their time and priorities, proactively solving problems, and creating a seamless support system.

Requirements

4+ years of relevant experience supporting senior/C-Suite level leaders or operating in a high-touch, fast-moving environment.
Exceptional organization, judgment, discretion, and ownership.
Experience supporting a founder, CEO, creative executive, HNW principal, or similar demanding senior leader.
Low ego, high confidence.
Entrepreneurial and resourceful; instinct to figure things out and bring solutions.
Independent; takes pride in excellent work without constant direction.
Fast and decisive; comfortable making thoughtful decisions with incomplete information.
Calm under pressure; assesses situations, fixes what can be fixed, and keeps moving.
Highly discreet; understands trust is earned and protected through excellent judgment.
Polished, warm, and culturally fluent.
Emotionally intelligent; perceptive about people and adaptable to different communication styles.
Exceptional organization and attention to detail.
Excellent written and verbal communication.
Experience with complex calendars and domestic/international travel.
Comfort handling meaningful personal-assistant responsibilities.
Fluency with modern workplace technology and AI tools.

Nice To Haves

Familiarity with the pace and rhythm of a creative advertising agency is a plus.

Responsibilities

Own and gatekeep complex professional and personal calendars, balancing competing priorities and protecting executive time.
Develop a deep understanding of the business, priorities and relationships so you can make thoughtful decisions about what requires attention and when.
Manage scheduling and serve as a key point of coordination for internal and external requests.
Help manage the flow of email, Slack and other communications, identifying priorities and drafting responses as needed.
Ensure the CEO and Chairperson have the context and materials they need by coordinating with the appropriate teams and keeping information easy to access.
Track commitments and follow-ups so important things don't fall through the cracks.
Manage domestic and international travel end-to-end, including flights, hotels, ground transportation, reservations and detailed itineraries.
Anticipate travel needs and preferences, and coordinate professional and personal plans so the full picture works seamlessly.
Serve as a real-time point of coordination while the principals are traveling, managing changes, scheduling, outreach and unexpected needs.
Manage personal appointments, reservations, events, tickets, gifting, shopping/returns and other day-to-day needs.
Coordinate personal and family travel as needed.
Manage household and property needs, including recurring services, vendor and landlord relationships, repairs, maintenance, deliveries, access and home projects.
Support personal administrative and financial logistics as appropriate.
Handle or coordinate errands around NYC, knowing when to take something on directly and when to engage a vendor or other resource.
Learn preferences and build systems around recurring needs so less direction is required over time.
Conduct thoughtful research and bring back clear recommendations across professional and personal needs.
Take ownership of special projects and unexpected requests, driving them from question or problem through resolution.
Build simple systems and use technology and AI thoughtfully to make recurring work more organized and efficient.
Approach whatever comes up with resourcefulness, discretion and a solutions-oriented mindset.