Executive Assistant

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

Our Mission

Reflection is a research lab making intelligence open and accessible for everyone to use, customize, and build on. We build open models that let anyone control their intelligence and help shape the future of AI. Our mission: make intelligence open and accessible to all.

About the Role

We’re looking for an exceptionally organized, reliable, and discreet Executive Assistant to support a senior leadership team in New York. This is a high-touch role that combines executive support, in-office coordination, and hands-on personal logistics, and is best suited to someone who genuinely enjoys high-touch support and being the day-to-day point person for a founder.

The right person will be strong on calendar management and scheduling, comfortable making thoughtful tradeoffs, and able to keep priorities, logistics, and follow-through tight in a fast-changing environment. This role requires someone who is self-directed, anticipates needs before they become problems, operates well in ambiguity, adapts quickly as priorities shift, and stays calm under pressure. This is a highly practical role for someone who is equally comfortable behind a laptop, in the office, and out handling real-world logistics as needed. This role requires excellent judgment, a high degree of independence, and someone who can operate with minimal oversight while keeping the senior leadership team’s day running smoothly.

What You\u2019ll Do

• Own and manage complex, fast-moving calendars across multiple time zones, making thoughtful tradeoffs and constant adjustments as priorities shift.

• Proactively protect focus time, resolve scheduling conflicts, and make smart prioritization calls.

• Own internal meeting scheduling and calendar logistics.

• Handle walk-up requests and real-time asks from the senior leadership team and visiting stakeholders, filtering and organizing them into actionable follow-through.

• Own end-to-end travel coordination, including flights, hotels, ground transportation, itineraries, and real-time changes.

• Own administrative processes related to documents and travel, including coordinating visa and travel documentation, gathering required signatures, and ensuring forms and approvals are completed on time.

• Track action items, commitments, and deadlines, and help keep execution tight across day-to-day priorities.

• Maintain an organized and functional office environment and support day-to-day operational needs.

• Handle personal logistics and ad hoc tasks, including errands, reservations, deliveries, and other practical support as needed.

• Process expenses and support administrative workflows using tools like Ramp, Google Workspace, Slack, and AI-enabled tools.

What We\u2019re Looking For:

• Significant experience supporting c-suite leadership, founders, or senior executives in a fast-paced, high-demand environment.

• Exceptional calendar management skills, especially with complex scheduling, shifting priorities, and multiple time zones.

• Strong judgment and discretion, with the ability to handle confidential information and make sound decisions independently.

• Demonstrated ability to handle highly sensitive information with absolute discretion and professionalism.

• Excellent written and verbal communication skills.

• Comfort with both executive assistant and personal assistant responsibilities; no task is too small if it helps senior stakeholders stay focused.

• Strong follow-through, attention to detail, and ability to stay calm under pressure.

• Proficiency with Google Workspace, Slack, and modern productivity tools; experience with Ramp and AI tools is a plus.

• Based in New York and available to work on-site

What We Offer:

We believe that to make intelligence open and accessible to all, you need to start at the foundation. Joining Reflection means building from the ground up as part of a talent-dense team. You will help define our future as a company, and help define the future of open foundational models.

We want you to do the most impactful work of your career with the confidence that you and the people you care about most are supported.

• Top-tier compensation: Salary and equity structured to recognize and retain our talent globally.

• Stock options: Everyone who joins and contributes to Reflection's success gets to share in the upside through stock options.

• Health & wellness: Comprehensive medical, dental, vision, and life, with an annual wellness allowance.

• Meals: Lunch and dinner are provided in the office daily.

• Life & family: 22 weeks paid parental leave for all new birthing and non-birthing parents, including adoptive and surrogate journeys.

• Vacation days: Unlimited paid time off in the U.S. and 30 days in the U.K.

• Sponsorship support: We sponsor visas to help exceptional talent join our team and support long-term immigration pathways where applicable.

• Team building: We have regular off-sites, happy hours, and team celebrations.

Export Control Notice: This position may require access to technology or source code subject to the U.S. Export Administration Regulations. Any offer of employment for this role may be conditioned on the Company's ability to provide the candidate with access to such technology or source code in compliance with applicable U.S. export control laws, which may require the Company to seek government authorization.