Executive Assistant to CEO / Office Manager at Series B AI Safety Startup

Executive Assistant To The CEO

AI infrastructure safety startup dedicated to making the internet safer is looking for an Executive Assistant to the CEO who will also act as the Office Manager. With about 20 people in NYC, top-tier investors, and plans to keep scaling, this is an exciting opportunity to be the right-hand to a dynamic, first-time founder and the heartbeat of a high-energy, mission-driven team. In this role, you'll own strategic calendar management, travel coordination, and meeting prep, while running the office and guest experiencemanaging vendors and facilities, planning events, onboarding new hires, troubleshooting in-office tech, and building the systems that keep everything running smoothly. There will be some light personal coordination support. Someone proactive, with strong taste and hospitality instincts who knows NYC well, and brings the kind of professional instincts and energy that lets a busy founder focus on building. This is an in-office role, 5 days/week based in Soho, NYC.

Responsibilities:

• Own the CEO's calendar end-to-end, strategically managing priorities, batching meetings, and protecting focus time. Act as a gatekeeper for the CEO's time, blocking and tackling requests from internal stakeholders and external contacts, and communicating proactively so nothing falls through the cracks.
• Coordinate all travel logistics, including flights, hotels, itineraries, and backup plans, primarily for domestic trips and occasional international travel.
• Prepare the CEO for meetings by assembling context, background on attendees, and relevant materials so he walks in ready.
• Provide in-person support throughout the day, keeping the CEO on schedule, making sure he eats, reminding him of upcoming commitments, and flagging when it's time to leave for his next commitment.
• Handle light personal support, including booking appointments, coordinating apartment searches, making dinner reservations, and ensuring personal commitments are reflected on the calendar.
• Own the office and guest experience end-to-end, greeting visitors, managing the front desk, and ensuring the space is always running smoothly and looking great.
• Manage vendor and facilities relationships, including cleaning, building maintenance, plant care, food and beverage vendors, and office supplies, tracking what's working and making recommendations.
• Plan and execute internal and external events hosted in the office, from team lunches and happy hours to recruiting events and founder-hosted gatherings, handling everything from catering and rentals to registration and day-of logistics.
• Lead new hire onboarding experience, including setting up laptops and desks, ordering swag, getting new hires onto employee programs and other office platforms, and creating a welcoming first-week experience. Think of thoughtful and welcoming touches to include to make employees feel supported from the start.
• Own IT and AV, ensuring conference rooms are set up and functioning for meetings, troubleshooting issues in real time, and building systems so problems don't recur.
• Maintain office inventory, asset records, swag supplies, package tracking, and other operational documentation to support visibility, organization, and financial accuracy.
• Manage the office budget, including expense tracking, payment reconciliation, vendor contracts and payments, and make recommendations for cost-effective changes.
• Create and maintain scalable operational systems, including handbooks, SOPs, tracking systems and checklists, routine processes, and feedback loops that improve how the office functions.
• Develop and maintain efficient systems, processes, and communication workflows that help the executive and broader team operate effectively in a fast-paced environment.

Qualifications:

• Previous 3+ years of experience supporting a founder, CEO, or C-suite executive in a fast-paced environment, ideally at a high-growth startup or venture capital firm.
• Exceptional organizational skills and attention to detail.
• Proactive and solutions-oriented with an instinct to anticipate needs rather than wait for direction.
• Strong strategic calendaring skills with the ability to assess priorities, read energy, and make judgment calls on scheduling without being asked.
• Excellent written and verbal communication skills, with the ability to interact with stakeholders at all levels.
• Thrives in ambiguous environments where the playbook is still being written and is excited to bring new ideas on how to work together.
• Systems-oriented and able to introduce practical structure, workflows, and improvements while remaining flexible and efficient.
• Strong hospitality instincts and an eye for presentation and aesthetics, with the ability to make a space look and feel polished and intentional.
• Excellent taste and knowledge of NYC, including where to book investor meetings, dinners, and events that reflect well on the company.
• Proficient with workplace and productivity tools such as Google Workspace, Slack, Notion, expense-management platforms, calendaring systems, and related operational software; familiarity with AI tools is a plus.

*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.