Executive Assistant

Job Description

Job Description

Executive Assistant
Location: Brooklyn, New York City, NY
Work Arrangement: On-site, 5 days/week
Experience: 3–6 years

About the Role
We are looking for an Executive Assistant with 3–5 years of experience supporting CEOs or C-suite executives, ideally within early-stage, venture-backed startups.

You will support the CEO and Chief of Staff at a fast-growing coaching marketplace that has reached $15M ARR with a team of four. This is a high-ownership role where you will serve as a key operational partner, managing executive communications, scheduling, coach relationships, payments, events, and day-to-day administrative operations.

The ideal candidate is highly self-directed, communicates exceptionally well, moves quickly, and can operate independently in a fast-changing startup environment.

Key Responsibilities
Executive Support
Manage calendars and inboxes for the CEO and Chief of Staff.

Coordinate meetings, scheduling, and follow-ups.

Draft and ghostwrite emails and communications on behalf of the CEO.

Represent the company professionally in external communications.

Anticipate needs and proactively manage executive priorities.

Coach & Client Relationship Management
Manage communications between clients and coaches.

Coordinate coach introductions and scheduling.

Share relevant information and follow up with clients and coaches.

Maintain strong relationships and ensure timely communication.

Invoicing & Payments
Manage invoice creation and distribution.

Follow up on outstanding payments and collections.

Coordinate and process coach payments.

Maintain accurate payment and financial records.

Assist with light accounting and administrative finance tasks.

Events & Logistics
Plan and coordinate monthly company/client events.

Manage restaurant, airline, and other vendor coordination.

Maintain guest lists and event logistics.

Handle last-minute changes and ensure smooth execution.

Administrative Operations
Organize and maintain tax and other company documents.

Maintain CRM records and administrative data.

Support ad hoc operational projects as needed.

Identify opportunities to improve administrative workflows and automation.

Required Qualifications
Experience
3–5 years of Executive Assistant experience.

Experience supporting a CEO, Founder, Chief of Staff, or C-suite executive.

Experience working at an early-stage startup, ideally Seed through Series D.

Direct experience reporting to or closely supporting a senior executive.

Strong track record of stability; candidates with repeated roles lasting less than 12 months may not be a fit.

Communication
Exceptional written and verbal communication skills.

Strong experience drafting professional emails and executive communications.

Comfortable ghostwriting on behalf of a CEO.

Able to communicate professionally with clients, coaches, vendors, and other external stakeholders.

Working Style
Highly self-directed and proactive.

Able to ramp quickly without extensive training or hand-holding.

Strong organizational and prioritization skills.

Comfortable managing multiple priorities in a fast-paced startup environment.

High attention to detail and strong follow-through.

Location
Must currently be based in New York City or willing to relocate.

Must be available to work 5 days per week in the Brooklyn office.

Preferred Qualifications
Experience managing invoices, payments, collections, or light accounting.

Event planning and logistics coordination experience.

Experience with CRM platforms such as Attio or HubSpot.

Experience with workflow and automation tools.

Experience working in a small, high-growth startup environment.

Willingness to work with evolving responsibilities as the company scales.

Technology Stack
Attio

Google Workspace

CRM platforms

Automation tools

Compensation & Benefits
Base Salary: $100,000–$140,000

Full-time position

5 days/week in-office in Brooklyn

Visa sponsorship may be considered

Opportunity to grow into a broader operational role as the company scales

Ideal Candidate Profile
The ideal candidate is not simply a traditional corporate EA. We are looking for someone who has worked directly with a CEO or C-suite executive in a scrappy, early-stage startup environment, can operate independently, communicates exceptionally well, and is comfortable taking ownership of everything from executive scheduling and communications to payments, events, and operational problem-solving.