Executive Assistant

Oxeon•New York, NY

7d•$110,000 - $132,660

About The Position

The Executive Assistant (EA) is the ultimate operational anchor, strategic gatekeeper, and trusted extension of our CEO. In a high-velocity professional services firm, the CEO’s time and focus are finite, high-leverage assets. This role serves as a driving, highly adaptable operational engine; converting fast-paced, high-level vision into structured systems, repeatable workflows, and organized knowledge sharing across the firm. Rather than reacting to tasks or following a rigid administrative playbook, this person operates with a high-action, highly structured posture. You will thrive in ambiguity, navigate daily schedule pivots effortlessly, and act as a decisive gatekeeper. While deeply embedded with the CEO, you will work seamlessly across the broader team to intercept routine requests, streamline search communications, manage executive presence and events, and protect our CEO’s strategic focus so they can lead at their highest level. While this role primarily supports the CEO, it is intentionally designed to extend beyond a traditional one-to-one support model. As part of Oxeon’s centralized EA team, this person operates with a “CEO +” mindset: owning the day-to-day operational cadence while also contributing to cross-office coverage, firmwide event execution, and broader platform effectiveness.

Requirements

4–6 years of fast-paced professional experience (up to 5–10 years for candidates with the right posture and adaptability).
Strong preference for candidate backgrounds in high-growth startups, agencies, or professional services where they built operational pieces rather than following a rigid corporate handbook.
Prior experience supporting executives is required to understand C-suite dynamics and gatekeeping cadence.
A genuine affinity for healthcare (must be a true point of interest, not just an industry listed on a resume).
Advanced proficiency in Google Workspace, Slack, and Rippling (for HRIS and expenses).
Absolute requirement to rapidly learn, navigate, and master RecruiterFlow (CRM) for both data entry and data mining.
Exceptional verbal and written communication skills—firm but highly professional, polished, and collaborative when interacting with high-profile external clients or cross-functional internal teams.

Responsibilities

Proactive Schedule Architecture: Proactively manage and safeguard the CEO’s focus blocks across an active Board and Committee calendar, client engagements, and industry events to maximize executive market impact.
Communication & Search Interception: Intercept and filter incoming requests across Slack, email, and meeting inquiries to relieve the CEO from routine pings, providing leverage on active executive searches.
Discretion & Confidentiality: Serve as a discrete vault—holding sensitive information close to the vest and using C-suite access purely for operational leverage, never office politics.
Idea-to-Process Translation: Capture rapid executive vision and fast-paced priorities, translating them into concrete action items, structured workflows, and cross-team knowledge sharing.
Meeting Governance & Open-Loop Closure: Attend key leadership and cross-functional meetings to track commitments, drive readouts, and ensure critical follow-ups reach completion.
Ruthless Prioritization & Sounding Board: Act as a trusted partner who respectfully pushes back when schedule overloads or competing demands conflict with core Oxeon priorities. Frame choices around leverage, speed, and strategic impact.
End-to-End Event Ownership: Drive seamless execution for conferences, panel appearances, industry sponsorships, and key executive engagements—a significant and growing part of the firm's market footprint.
Platform Mastery: Own real-time data integrity within RecruiterFlow (CRM), tracking business development pipelines, logging key interactions, and mining contact data ahead of external touchpoints