Executive Assistant/Personal Assistant

Pixalate, Inc.•New York, NY

About The Position

The Executive Assistant/Personal Assistant provides high-level administrative support to the Chief Executive Officer, focusing on managing schedules, coordinating meetings, and handling confidential information with discretion. This is a dual role spanning both executive and personal assistance, requiring someone who can seamlessly transition between supporting high-stakes business operations and managing the personal logistics that keep the CEO's life running smoothly. The ideal candidate brings high energy, a polished and professional presence, and the adaptability to thrive in a fast-paced, globally oriented environment. They are coachable, curious, and eager to grow — someone who takes direction well, adjusts quickly to shifting priorities, and represents the CEO with poise and professionalism at all times.

Requirements

Organizational Skills: Strong time management and the ability to handle multiple competing priorities without sacrificing quality.
Communication: Exceptional written and verbal communication skills across diverse stakeholder groups.
Discretion: Demonstrated ability to handle sensitive and confidential information with the utmost care.
Problem-Solving: Proactive, solutions-oriented mindset with sound judgment under pressure.
Global Mindset: Comfortable navigating international business contexts, diverse cultures, and cross-border logistics.
Professionalism: Consistently polished in presentation, communication, and conduct — this role is a direct reflection of executive leadership.
Coachability: Receptive to feedback, eager to learn, and continuously improving; thrives under strong leadership and clear direction.
High Energy & Drive: Brings enthusiasm and urgency to every task; self-motivated and proactive.
Adaptability & Flexibility: Able to pivot quickly in a dynamic, high-stakes environment; comfortable with ambiguity and change.
Curiosity: An intellectually curious, growth-oriented attitude — always looking to understand the bigger picture.
Google Suite Proficiency: Adept in Docs, Sheets, Calendar, and related tools.

Nice To Haves

Minimum of 3 to 5 years supporting senior-level executives, with prior work-related travel experience strongly preferred. Experience in a fast-paced, global, or entrepreneurial environment is a plus.

Responsibilities

Serve as primary gatekeeper to the CEO, managing priorities, decision flow, and both professional and personal scheduling to ensure time is always well-protected.
Anticipate operational challenges and execute complex projects proactively, with zero tolerance for dropped details.
Coordinate cross-functional initiatives between engineering, sales, marketing, and operations teams.
Source, vet, and manage vendors and service providers across home, vehicle, and other personal needs; coordinate personal errands and time-sensitive tasks with discretion.
Handle personal and professional correspondence and follow-ups as directed, always maintaining the highest level of confidentiality.
Design and execute complex global travel itineraries for business and personal trips, optimizing for cost, efficiency, and CEO productivity.
Secure best-available rates through relationship building and strategic negotiation; build contingency plans for disruptions and last-minute changes.
Coordinate international logistics including visas, customs, and cultural considerations.
Must hold a valid passport or be prepared to obtain one immediately upon hire; frequent international travel support is a core function of this role.
Draft, edit, and manage high-stakes communications including client correspondence and internal announcements.
Coordinate board meetings, investor presentations, and client meetings with flawless attention to detail.
Synthesize complex information into clear, concise briefings and represent the CEO's office with a consistently polished and professional demeanor across all interactions.