Executive Assistant

Phamily • New York, NY

9d • Hybrid

About The Position

The Executive Assistant is a business-driven, proactive, and highly organized individual that will support our C-level, senior leadership while driving operational efficiency across the organization. This role goes beyond traditional administrative support and requires a strategic thinker who can manage complex projects, streamline workflows, and serve as a key liaison across departments.
The ideal candidate thrives in a fast-paced environment, demonstrates strong business acumen, and has the ability to balance executive support with operational execution. This person will thrive in a fast-paced environment, stay organized in overseeing the day-to-day operations and work on-site at our New York office. The person is able to streamline company operations and help scale as the company grows.

Requirements

• 8+ years of experience in executive support, operations, or a related role in a start-up, high growth environment
• Experience supporting directly and partnering with C-level Suite and senior leadership; Extensive project management skills for complex initiatives
• Experience overseeing relationships with key stakeholders, investors, vendors, and real estate brokers
• Experience of being commercially-driven with a business mindset to manage projects and operational initiatives in a fast-paced environment
• Comfort with applying and leveraging AI for work, data, metrics, reporting, and presentations
• Commercially driven, high critical thinking, problem-solving skills, negotiating skills, and excellent relationship building

Nice To Haves

• Bachelor’s degree preferred, but not required

Responsibilities

• Act as a gatekeeper and liaison between executives and internal/external stakeholders, meeting with stakeholders, investors, and search for new offices
• Provide high-level administrative support to executive leadership, including calendar management, meeting coordination, and travel arrangements
• Ability to use AI to prepare reports, presentations, and executive communications
• Manage confidential information with discretion and professionalism
• Lead and support cross-functional projects from planning through execution (e.g. real estate office search, set up new offices, and manage vendors)
• Set a timeline with all plans to make key decisions, logically and culturally
• Track key initiatives, timelines, and deliverables to ensure alignment with business priorities
• Identify process improvement opportunities and implement scalable solutions
• Identify and execute in improving workflows with new tools and AI
• Assist in developing and maintaining standard operating procedures (SOPs)
• Monitor and analyze key performance indicators (KPIs) to support decision-making
• Prepare dashboards, reports, and summaries for leadership review
• Support budgeting, forecasting, and vendor coordination as needed
• Partner with teams across HR, Finance, Operations, Business Intelligence, IT, Engineering, Product, Sales and Marketing to drive initiatives forward
• Coordinate internal communications with VP, Talent Management and ensure alignment across departments

Benefits

• Competitive compensation commensurate with experience
• Medical, dental, and vision coverage for employees and dependents at a nominal cost
• Paid maternity leave
• Paid Time Off: Starting at 12 accrued vacation days/year, up to 9 accrued sick days/year, 12 holidays, and 2 give-back days
• HSA and FSA account options
• 401(k) Eligibility after 6 months of full-time employment; company matches 100% of the first 3% you contribute and 50% of the next 2% you contribute.
• Collaborative, mission-driven work environment

What This Job Offers

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