Executive Assistant, Office of the CEO

Reflection • New York, NY

2d • Onsite

About The Position

We’re looking for an exceptionally organized, reliable, and discreet Executive Assistant to support a senior leadership team in New York. This is a high-touch role that combines executive support, in-office coordination, and hands-on personal logistics, and is best suited to someone who genuinely enjoys high-touch support and being the day-to-day point person for a founder. The right person will be strong on calendar management and scheduling, comfortable making thoughtful tradeoffs, and able to keep priorities, logistics, and follow-through tight in a fast-changing environment. This role requires someone who is self-directed, anticipates needs before they become problems, operates well in ambiguity, adapts quickly as priorities shift, and stays calm under pressure. This is a highly practical role for someone who is equally comfortable behind a laptop, in the office, and out handling real-world logistics as needed. This role requires excellent judgment, a high degree of independence, and someone who can operate with minimal oversight while keeping the senior leadership team’s day running smoothly.

Requirements

• Significant experience supporting c-suite leadership, founders, or senior executives in a fast-paced, high-demand environment.
• Exceptional calendar management skills, especially with complex scheduling, shifting priorities, and multiple time zones.
• Strong judgment and discretion, with the ability to handle confidential information and make sound decisions independently.
• Demonstrated ability to handle highly sensitive information with absolute discretion and professionalism.
• Excellent written and verbal communication skills.
• Comfort with both executive assistant and personal assistant responsibilities; no task is too small if it helps senior stakeholders stay focused.
• Strong follow-through, attention to detail, and ability to stay calm under pressure.
• Proficiency with Google Workspace, Slack, and modern productivity tools; experience with Ramp and AI tools is a plus.
• Based in New York and available to work on-site

Responsibilities

• Own and manage complex, fast-moving calendars across multiple time zones, making thoughtful tradeoffs and constant adjustments as priorities shift.
• Proactively protect focus time, resolve scheduling conflicts, and make smart prioritization calls.
• Own internal meeting scheduling and calendar logistics.
• Handle walk-up requests and real-time asks from the senior leadership team and visiting stakeholders, filtering and organizing them into actionable follow-through.
• Own end-to-end travel coordination, including flights, hotels, ground transportation, itineraries, and real-time changes.
• Own administrative processes related to documents and travel, including coordinating visa and travel documentation, gathering required signatures, and ensuring forms and approvals are completed on time.
• Track action items, commitments, and deadlines, and help keep execution tight across day-to-day priorities.
• Maintain an organized and functional office environment and support day-to-day operational needs.
• Handle personal logistics and ad hoc tasks, including errands, reservations, deliveries, and other practical support as needed.
• Process expenses and support administrative workflows using tools like Ramp, Google Workspace, Slack, and AI-enabled tools.

Benefits

• Top-tier compensation: Salary and equity structured to recognize and retain the best talent globally.
• Health & wellness: Comprehensive medical, dental, vision, life, and disability insurance.
• Life & family: Fully paid parental leave for all new parents, including adoptive and surrogate journeys. Financial support for family planning.
• Benefits & balance: paid time off when you need it, relocation support, and more perks that optimize your time.
• Opportunities to connect with teammates: lunch and dinner are provided daily. We have regular off-sites and team celebrations.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed