Executive Assistant to Founder

Oner Active•New York, NY

2d•Onsite

About The Position

Oner Active is a brand focused on empowering women through strength training, promoting physical and mental well-being. The company challenges itself to create innovative products that enhance performance and cater to diverse skin tones. Their mission is to unite and empower women to be their strongest selves. The Executive Assistant role is crucial for supporting the Founder, acting as their right-hand person with proactive, commercially aware, and discreet executive support. This NYC-based position will be the primary business support during the US working day, collaborating closely with the London team to ensure seamless communication and handover between time zones. The focus is on the Founder's business responsibilities, with personal and household support managed separately.

Requirements

Ideally 5+ years’ PA/EA experience, with strong experience supporting a Founder, CEO or senior executive.
Experience supporting a high-profile individual or senior leader, managing confidential and commercially sensitive information with discretion.
Exceptional organisational skills and the ability to manage a complex, constantly changing business calendar.
Strong judgement and the confidence to prioritise, challenge and make decisions on the Founder’s behalf where appropriate.
The ability to comfortably and continuously re-prioritise based on conflicting schedules, business priorities or unforeseen last-minute changes.
A proactive, self-sufficient approach, with the ability to anticipate the Founder’s needs before being asked.
Excellent communication skills and the ability to build trusted relationships with senior stakeholders across different teams and time zones.
Strong attention to detail without losing sight of the bigger picture.
A solutions-driven mindset and natural ability to stay calm and effective under pressure.
Ability to work across UK, US and international time zones.
Ability and willingness to travel internationally, sometimes at short notice.

Responsibilities

Owning and managing the Founder’s business calendar, including meetings, calls, events, shoots, travel and key business commitments.
Acting as the primary point of contact for the Founder during the US working day and proactively managing priorities, changes and competing demands.
Working closely with the London team and senior stakeholders to coordinate schedules across UK, US and international time zones.
Planning the Founder’s calendar well in advance, mapping key meetings, launches, shoots, events and business priorities across global locations.
Protecting the Founder’s time by understanding priorities, challenging meetings where appropriate and ensuring time is focused on the highest-value work.
Preparing meeting agendas, briefing information and relevant documents, and ensuring actions and follow-ups are captured and progressed.
Anticipating the Founder’s needs and proactively identifying potential conflicts, gaps or issues before they arise.
Supporting the Founder in operating effectively across the senior leadership team and wider business.
Coordinating with Directors and Heads of Department to ensure the Founder has the information, decisions and materials required ahead of key meetings.
Following up on agreed actions and commitments, helping ensure priorities continue to move forward after meetings.
Supporting the flow of information between the Founder, NYC team and London team, including clear end-of-day handovers where required.
Managing sensitive and confidential information with a high level of discretion and judgement.
Helping reduce unnecessary noise around the Founder by acting as an effective gatekeeper and filtering requests according to priority and business need.
Planning and coordinating domestic and international business travel for the Founder, including flights, hotels, transfers and detailed itineraries.
Managing complex travel across multiple time zones and ensuring the Founder has a seamless door-to-door experience.
Coordinating travel around shoots, launches, events, meetings, conferences and other business commitments.
Working with the relevant personal support where business and personal travel overlap, ensuring responsibilities are clearly coordinated.
Anticipating changes and managing last-minute travel requirements calmly and efficiently.
Supporting the Founder at business events, shoots, launches, meetings and other key Oner Active moments as required.
Coordinating with relevant teams, including Production, PR, Brand, Marketing and Creative, to ensure the Founder is fully briefed and supported.
Being present on set or at events when required to manage logistics, schedules and real-time requests.
Ensuring the Founder’s schedule remains on track during high-pressure or fast-moving business days.
Supporting NYC-based activity while maintaining close alignment with the London team and wider global calendar.
Managing incoming business correspondence, invitations and requests for the Founder and ensuring appropriate follow-up.
Acting as a key point of contact for employees and external stakeholders seeking access to the Founder.
Coordinating business gifting, couriers, shipments and other ad-hoc business logistics.
Maintaining clear records, trackers and follow-up systems where required.
Taking ownership of urgent and last-minute business requests, using sound judgement to determine priority and escalate where necessary.
Keeping the Founder informed of important developments, changes or risks without creating unnecessary noise.
Work from the Oner Active NYC office and operate as the Founder’s dedicated business EA during the US working day.
Maintain strong day-to-day communication with the London team, ensuring key decisions, actions, changes and upcoming priorities are clearly communicated.
Provide a concise and reliable handover into the UK working day so that business continuity is maintained across time zones.
Build strong relationships across both the NYC and London teams and become a trusted bridge between the two offices.
Understand the wider Oner Active business and its priorities across Brand, Marketing, Creative, Product, Merchandising, CX, Content, Partnerships and Distribution.