Executive Assistant

Job Description

Job Description

Executive Assistant

Philo is a cutting-edge TV streaming company revolutionizing the way people watch their favorite television shows and movies. We are seeking a highly motivated and organized Executive Assistant to support our executive team in achieving our mission of providing top-quality entertainment to our customers. As an Executive Assistant at Philo, you will play a crucial role in ensuring seamless communication, coordination, and execution of various tasks to facilitate the smooth operation of our business. This position will be located in Brooklyn, NY with an expectation of 5 days per week in office. 

What You'll Be Doing (Responsibilities):

• Calendar Management: Own complex, high-volume calendars for C-suite executives across multiple time zones and offices. Triage competing priorities, make independent tradeoff decisions on scheduling, and proactively resolve conflicts before they surface.
• Meeting Coordination: Run logistics for executive staff meetings, leadership offsites, and board and investor meetings — agendas, pre-reads, materials, follow-ups. Ensure executives walk into every meeting prepared.
• Travel Arrangements: Arrange and coordinate travel logistics for executives, including flight bookings, hotel accommodations, ground transportation, and any other travel-related requirements.
• Communication Facilitation: Serve as gatekeeper and trusted proxy for the C-suite with internal leaders, board members, investors, and external partners. Draft and respond to communications on the executives' behalf where appropriate.
• Information Management: Organize and maintain sensitive and confidential information, ensuring that all data and documents are appropriately filed and easily accessible to relevant parties.
• Document Preparation: Assist in the creation, editing, and formatting of various business documents, presentations, and reports to ensure consistency and professionalism.
• Project Support: Provide support to ongoing projects and initiatives, assisting in research, data collection, and progress tracking to help meet project deadlines.
• Office Operations: Collaborate with the office management team to ensure the office environment is conducive to productivity and efficiency. Help coordinate office events and activities as needed.
• Special Assignments: Undertake special projects or tasks as assigned by the executive team, demonstrating adaptability and problem-solving skills.
• Confidentiality and Discretion: Handle board materials, compensation data, personnel matters, and strategic initiatives with absolute discretion. This role sits close to the most sensitive information in the company.
• Expense and Vendor Administration: Manage executive expense reporting, invoice approvals, and vendor coordination accurately and on schedule.

What You'll Bring (Requirements):

• Proven Experience: 8+ years as an Executive Assistant, including at least 4 years directly supporting C-level executives (CEO, CFO, COO, or equivalent). Experience supporting a founder or CEO at a venture-backed tech or media company is strongly preferred.
• Executive Judgment: Track record of operating autonomously on behalf of an executive — making decisions, setting priorities, and pushing back when needed without waiting for direction.
• Board and Stakeholder Exposure: Direct experience coordinating with board members, investors, or comparable senior external stakeholders.
• Organizational Skills: Demonstrated ability to manage multiple tasks simultaneously, set priorities, and meet deadlines while maintaining a high level of attention to detail.
• Communication: Excellent written and verbal communication skills with the ability to interact professionally with individuals at all levels of the organization and external partners.
• Tech Savvy: Proficiency in using productivity tools such as Google Suite, Slack, calendar management software, and other relevant applications.
• Adaptability: Able to thrive in a fast-paced and dynamic environment, adapting to changing priorities and handling unexpected situations with composure.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and make sound decisions.
• Confidentiality: A track record of handling sensitive and confidential information with the utmost discretion.
• Partnership: Works effectively across a leadership team, building trust quickly with executives, their teams, and peer EAs.

If you are an organized, efficient, and adaptable individual with a passion for the entertainment industry, this is an exciting opportunity to be a part of Philo's growth and success. Join our team and help shape the future of television streaming!

More about Philo

At Philo, we're a company that puts people first—both our subscribers and our team. We empower our colleagues to do their best work while supporting one another in pursuing shared goals. We value pragmatism, pride in our work, and passion, with transparency and openness as fundamental parts of our culture.

We're committed to diversity, equity, inclusion, and accessibility as we grow the Philo team and shape the future of TV. We believe that a diverse range of voices and perspectives enables us to innovate faster and create the best experiences for our subscribers. Philo is proud to be an Equal Opportunity Employer. We're committed to supporting every candidate and employee. If you need an accommodation at any stage of the process, please email View email address on us.fitly.work and we'll work with you to meet your needs.

Philo offers 70+ top-rated networks streaming live and on-demand, including AMC, BET, CMT, Comedy Central, Discovery Channel, Food Network, Hallmark Channel, HGTV, HISTORY, Investigation Discovery, Lifetime, MTV, Nickelodeon, OWN, VH1, We TV, and more. It also includes all the groundbreaking originals and blockbuster movies available with AMC+ and access to HBO Max Basic With Ads and discovery+. Our extensive library boasts over 85,000 titles, and our unlimited DVR allows users to save their favorite shows and movies for up to a year, skipping ads for a seamless viewing experience. Stream on up to three devices simultaneously, whether on your phone, tablet, laptop, or TV using Roku, Apple TV, Fire TV, Samsung TV, Android TV, Vizio TV, or Chromecast.

Philo is headquartered in San Francisco, with offices in New York City and Cambridge, MA. Our leadership team includes alums from HBO, Tubi, and Meraki, and is backed by NEA and industry partners like Warner Brothers Discovery, Paramount, AMC, and A&E.

Join us at Philo and be part of a team that's shaping the future of TV!

Projected Start Date: ASAP
Status: Full-time
Location: Brooklyn, NY (onsite required 5 days per week)

U.S.Compensation: Includes annual salary between $130K to $160K depending on experience and location, company stock options, and health benefits:

We value a diverse and inclusive workplace and we welcome people of different backgrounds, experiences, skills, and perspectives. Philo is an equal opportunity employer. We believe that everyone does their best work when they are supported by each other and the company, and we offer a generous set of benefits to make sure the Philo team is happy and healthy. Here is a sampling of the benefits we offer our team:

• Full health, dental and vision coverage for you and your family
• 401(k) plan with employer contributions (we match 100% of deferrals up to 3% of pay and 50% of the next 2% of pay)
• Flexible working hours
• Up to 20 weeks of fully paid parental leave
• Unlimited paid time off for vacation and sick leave
• $2,000 annual vacation bonus (we pay you to take a two week vacation)
• $5,250 annually for professional development and educational assistance
• $1,250 annual home office + TV stipend during first year of employment ($250 annually thereafter)
• $500/month ($6,000/year) bonus for employees who commit to working at least 3 days per week in our offices, plus generous commuter benefits ($315/month towards transit, rideshare, bike rental, or parking at our HQ office in San Francisco)
• Free Gympass subscription — an all-in-one corporate benefit that gives employees the largest selection of gyms, studios, classes, training and wellness apps
• And much more!

For California Residents: Philo's CCPA Notice at Collection – Employees, Applicants, Owners, Directors, Officers and Contractors

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Use of Automated Tools in Our Hiring Process

We use software tools, including our applicant tracking system (Ashby), to help manage applications for this role. Automated features (i) assess the skills, experience, and qualifications relevant to the role as described in this posting, and (ii) flag applications that appear fraudulent, duplicative, or not genuinely submitted by the applicant.

A summary of the most recent independent bias audit of the automated employment decision tool used in this process, including the audit date and data source, is available here: Bias Audit Summary.

You may request that a member of our team review a decision through a process that does not rely on the automated tools, or request a reasonable accommodation, by emailing View email address on us.fitly.work. We will not retaliate against you for exercising your rights.

Information about the type and source of the data our tools collect, our data retention policy, and how these tools were used in evaluating your application is described in our Privacy Notice – Employees,Applicants, Officers, Directors, and Contractors, or available by emailing View email address on us.fitly.work.

Depending on your state of residence, you may have additional rights, including to an explanation of an adverse decision, correction of inaccurate data, and meaningful human review. To exercise these or ask whether they apply, email View email address on us.fitly.work.