Executive Assistant to Chief Executive Officer

About the Role

We are seeking a highly capable Executive Assistant to work directly with the CEO in a role that goes far beyond standard calendar and travel coordination. This position blends executive support, light bookkeeping, office administration, and project coordination. The right person will be the one who keeps priorities moving, details organized, and deadlines from slipping through the cracks.

This opportunity is best suited to someone who thrives on structure, can switch smoothly between very different tasks in a single day, and enjoys taking full ownership without needing step-by-step direction. The role comes with exceptional access to schedules, communications, and financial information, so discretion and professionalism are essential.

Executive Support

• Take full ownership of the CEO’s calendar, resolving conflicts proactively and protecting time for high-priority work based on business needs.
• Coordinate travel arrangements, prepare meetings, and handle follow-up communication.
• Act as the main filter and first contact for the CEO’s time and attention.
• Remain available outside standard hours for urgent matters when needed, including occasional early morning or late-night requests. This is not expected every day, but flexibility is important.

Project & Meeting Coordination

• Track CEO-led projects by monitoring deadlines, owners, and status updates so work stays on schedule.
• Organize meetings, including agendas and action items that come out of each discussion.
• Maintain simple, visible tracking systems so priorities and progress are easy to review quickly.
• Follow through across teams to close out loose ends without repeated reminders.

Financial & Bookkeeping Support

• Record and classify expenses, reconcile credit card statements, and process invoices.
• Keep financial records accurate and organized in accounting software such as QuickBooks or Xero.
• Create straightforward financial summaries and identify irregularities early.
• Work with the external bookkeeper or accountant on monthly reviews and tax preparation, serving as the dependable first point of support rather than replacing that function.

Office Management

• Oversee the daily functioning of the office and help maintain a workplace people enjoy using.
• Coordinate cleaning staff and other vendors, including scheduling, quality checks, and issue resolution.
• Arrange repairs and maintenance, from minor fixes to outside vendor visits.
• Monitor supply levels and reorder items before they run low.
• Serve as the central contact for office-related needs and issues.

Operations & Judgment

• Convert unclear requests into completed work without needing close supervision.
• Create practical systems and checklists so recurring work can be handled efficiently.
• Spot potential problems early and take action before they escalate.

What We’re Looking For

• At least 3 years of direct support experience for a founder, executive, or senior leader.
• Exposure to bookkeeping, accounts payable/receivable, or finance-related tasks; deep accounting expertise is not required, but comfort with numbers is expected.
• Strong organizational habits, with a natural tendency to rely on systems, trackers, and checklists.
• Experience managing multiple projects or workstreams with competing deadlines.
• Confidence working with vendors or junior staff such as cleaning teams and contractors, with clear communication and follow-through.
• A demonstrated history of taking ownership and solving problems proactively.
• Sound judgment when handling confidential or sensitive information.
• Comfort with a schedule that is mostly standard daytime hours but occasionally requires urgent off-hours responsiveness.
• Excellent written and spoken communication skills, including communicating on the CEO’s behalf.

Nice to Have

• Experience in a startup, high-growth business, hospitality, or another fast-moving environment.
• Familiarity with tools such as QuickBooks, Xero, Ramp, or Bill.com.
• Experience using project or task tracking tools such as Asana, Monday, or Notion.
• Prior work improving or building a process rather than only following existing ones.

Additional Information

This is a full-time onsite role based in New York, NY. The position calls for someone who can balance executive support with operational ownership and maintain a high level of trust, responsiveness, and discretion.