Elite Executive Assistant to a Founder

Visa Hunt; New York (NY); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Top-tier compensation

Stock options

Health & wellness

Meals provided

Parental leave

Unlimited PTO

Visa sponsorship

Job summary

Reflection in New York seeks an exceptionally organized Executive Assistant to support a senior leadership team. This high-touch role combines executive calendar management, travel coordination, and in-office logistics, requiring discretion and proactive problem-solving.

You will manage complex calendars across time zones, filter requests, arrange travel, handle documents and approvals, and help keep day-to-day operations running smoothly in the office and on-site in NYC.

Qualifications

• Significant experience supporting c-suite leadership or senior executives in a fast-paced environment.
• Exceptional calendar management skills, especially with complex scheduling across multiple time zones.
• Strong judgment and discretion for handling confidential information.
• Excellent written and verbal communication skills.
• Willingness to handle both executive and personal assistant tasks.

Responsibilities

• Own and manage complex, fast-moving calendars across multiple time zones.
• Proactively protect focus time, resolve scheduling conflicts, and make prioritization calls.
• Own internal meeting scheduling and calendar logistics.
• Handle walk-up requests from senior leadership and visiting stakeholders, organizing them into actionable follow-through.
• Own end-to-end travel coordination (flights, hotels, transportation, itineraries).
• Coordinate visa and travel documentation and ensure timely signatures and approvals.
• Track action items, deadlines, and ensure day-to-day priorities stay on track.
• Maintain an organized office environment and support day-to-day operational needs.
• Handle personal logistics and ad hoc tasks as needed.
• Process expenses and support administrative workflows using Ramp and Google Workspace.

Skills

Calendar management

Discretion

Written & verbal communication

Multitasking

Tools

Google Workspace

Slack

Ramp

AI tools

Job description

Reflection in New York seeks an exceptionally organized Executive Assistant to support a senior leadership team. This high-touch role combines executive calendar management, travel coordination, and in-office logistics, requiring discretion and proactive problem-solving.

You will manage complex calendars across time zones, filter requests, arrange travel, handle documents and approvals, and help keep day-to-day operations running smoothly in the office and on-site in NYC.