Executive Administrative Assistant

Conductor LLC; New York (NY); Hybrid; USD 120,000 - 150,000; Full time

Job summary

Conductor LLC is seeking an Executive Administrative Assistant to support the CEO and partner with leadership. The role requires proactive organization, confidentiality, and strong communication skills in a fast-paced startup-like environment.

The position involves managing the CEO's calendar, travel logistics, and meeting preparation, with a focus on using Generative AI to optimize workflows. In-office Monday-Thursday in NYC, with Fridays remote when the CEO is onsite.

Qualifications

• Requires high level of confidentiality
• Experience in startup or fast-paced environments
• Strong organizational skills and attention to detail
• Proactive, autonomous, able to handle ambiguity
• 4-year college degree or equivalent experience
• 5+ years supporting C-suite leaders
• GSuite proficiency.
• Self-starter in ambiguous environments.
• Positive attitude and adaptability.
• In-office presence Monday-Thursday in NYC.
• Strong customer service orientation.
• Commitment to continuous learning.
• 4-year college degree or equivalent work experience.
• 5+ years supporting C-Suite leaders.

Responsibilities

• Manage CEO calendar, coordinate internal/external meetings
• Maintain executive inbox/outbox and prepare briefs
• Use Generative AI to optimize workflows and prepare for meetings
• Prepare agendas, minutes, and track action items for leadership meetings
• Coordinate domestic and international travel logistics and itineraries
• Reconcile expense reports and coordinate executive visits/interviews
• Coordinate leadership team events and board meetings
• Maintain confidentiality of employee records and sensitive information
• Handle confidential information professionally and discreetly.
• Arrange leadership team events, board meetings, town halls, and offsites.
• Interact professionally with phone callers and visitors.
• Assist in events organization, catering, reservations, and offsite activities.

Skills

Confidentiality

Executive support

Calendar management

Travel coordination

Generative AI interest

Stakeholder management

C-suite support

Self-starter

Calm under pressure

Education

4-year degree preferred

Tools

GSuite

Travel tools

Job description

Conductor is the leading enterprise AEO platform. Today’s top enterprise brands use Conductor to grow authority and visibility in both AI and traditional search engines. From tracking visibility in LLMs to real-time monitoring of technical site health and scaled AI content creation, Conductor provides a single source of truth that fuels digital growth—all from one platform.

Conductor is a mission-driven company with a commitment to innovation, customer success, and culture. For Conductor, success is improving the lives of everyone in our orbit—our customers, our customers' customers, our employee-owners, and our communities.

As an Executive Administrative Assistant you’ll support and partner with the CEO at Conductor. This person will handle a wide range of executive and personal support-related tasks. The ideal candidate will be extremely proactive, organized, flexible, and enjoy the administrative challenges of supporting a fast-paced executive.

Crucial to this role is the ability to interact with staff (at all levels) in a fluid environment, sometimes under pressure, remaining resourceful and efficient, with a high level of professionalism and confidentiality. Equally important is strong business acumen, stellar written and verbal communication skills, optimal decision-making ability and attention to detail.

What you’ll do (Responsibilities):

• Manage the CEO’s ever-shifting calendar, prioritizing requests and coordinating meetings with internal team members, as well as external customers and board members
• Assist in the maintenance of the executive’s inbox and outbox
• Employ Generative AI to optimize workflows and create briefs to prepare the executive for all external meetings
• Prepare agendas, distribute meeting minutes and track action items for leadership meetings
• Light estate management and appointment scheduling on behalf of the executive’s family
• Manage end-to-end domestic and international travel logistics and detailed itineraries—including flights, accommodations, ground transport, and visas—ensuring seamless execution and personal travel support for the CEO and family
• Compile and reconcile expense reports
• Coordinate logistics for senior executive visitors & interviews
• Confidently and discreetly work with confidential and high-priority information
• Coordinate schedules and logistics for leadership team and company events including board meetings, town halls, and offsites
• Professionally handle incoming phone calls
• Assist in the organization of company events, such as ordering catering for client meetings, securing dinner reservations, arranging offsite retreats, etc
• Establish productive relationships with C-level executives to work as collaboratively as possible
• Partner with the Facilities to make sure conference rooms are clean and in good condition for meetings, make sure snacks and food is always plentiful and properly arranged
• Conduct research as needed in support of CEO
• Maintain high standards of confidentiality of all employee records and documents
• Conduct business with integrity consistent with Conductor’s values, policies and procedures

Who you are (Required Skills/Abilities):

• Must have the ability to maintain a high level of confidentiality
• Passionate about the possibilities of Generative AI and the world of the future
• Experience in a startup or similar fast-paced environment where there is frequent change and a need to demonstrate and act with a sense of urgency
• Strong attention to detail and natural desire to make things organized
• Proven experience prioritizing multiple projects, assignments and maintaining deadlines
• Demonstrably high levels of integrity and discretion
• Proficiency with GSuite
• Self-starter attitude – ability to work in ambiguous environment with minimal direction
• Ability to deal with change without frustration, a positive and upbeat attitude and lots of enthusiasm
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines
• In office presence required Monday - Thursday (NYC office), with Fridays being remote when CEO is onsite, but a more flexible schedule is available when she is not at HQ
• Strong customer service orientation - must be positive, friendly, and approachable
• Demonstrated commitment to continuous learning
• 4-year College degree preferred or equivalent work experience
• 5+ years of experience in similar or related roles supporting C‑Suite leaders

The future of work is transformed at Conductor, and we don’t just use AI - we weave it into everything we do. We prioritize hiring individuals who stay ahead of the curve, seeking "AI leading" talent who are curious, adaptable, and skilled at utilizing AI to amplify their specific roles. Because we are committed to this tech-forward environment, every candidate’s journey includes a dedicated assessment of their AI literacy and competency by a specialized panel of experts to ensure you are ready to thrive and lead at Conductor.

Compensation:

Conductor maintains competitive, performance-based compensation programs. The New York City base salary range for this role is currently $120,000 - $150,000 per year.

Conductor LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Bringing in diverse perspectives and challenging our assumptions is the clear key to growth; it drives innovation, creativity, faster problem-solving, and stronger decision making. All aspects of employment including the decision to hire, promote, train, discipline, or discharge, will be based on merit, competence, performance, and business needs.

Conductor does not discriminate against any employee or applicant on the basis of race, color, ancestry, national origin, religion or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, or other characteristics protected by state or federal law or local ordinance. In addition, it is the policy of Conductor to provide reasonable accommodation to qualified employees who have protected disabilities to the extent required by applicable laws, regulations and ordinances where a particular employee works.