Executive Assistant, Office of the CEO

Executive Assistant

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.

What You'll Do

• 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.

What We're Looking For:

• 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

What We Offer:

We believe that to build superintelligence that is truly open, you need to start at the foundation. Joining Reflection means building from the ground up as part of a small talent-dense team. You will help define our future as a company, and help define the frontier of open foundational models.

We want you to do the most impactful work of your career with the confidence that you and the people you care about most are supported.

• 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.