Executive Assistant

Forma Pilates; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Forma Pilates in New York is seeking an exceptionally organized Executive Assistant to support leadership, manage schedules, and keep business operations running smoothly behind the scenes. This role goes beyond traditional administration, offering hands-on involvement in building a growing brand and coordinating high-impact initiatives.

You will work closely with senior leaders to coordinate calendars, meetings, travel, and key communications, while maintaining systems, documents, and

Qualifications

• 1+ years of experience supporting an executive, founder, or leadership team.
• Highly organized with exceptional attention to detail.
• Strong communication skills and professional discretion.
• Proactive, resourceful, and able to solve problems independently.
• Ability to manage multiple priorities in a fast-paced environment.
• Weekend availability.
• Experience in hospitality, fitness, wellness, fashion, beauty, or luxury brands is a plus.

Responsibilities

• Manage complex calendars, scheduling, and daily priorities for leadership.
• Coordinate meetings, calls, and travel logistics.
• Assist with inbox management, correspondence, and internal communication.
• Support key business initiatives, projects, and cross-functional coordination.
• Help organize company documents, systems, and internal processes.
• Assist with event coordination, brand activations, and special projects as needed.
• Serve as a point of contact for internal teams, partners, and vendors.
• Track action items and ensure follow-through across projects and meetings.
• Support operational and administrative needs across the business.
• Anticipate needs and proactively solve problems to keep things running smoothly.

Job description

About Forma Pilates

Forma Pilates is a modern Pilates brand redefining the category through a highly curated in-studio experience, a fast-growing digital platform, and a brand presence that feels elevated, aspirational, and culturally relevant. As we continue to grow, we are looking for an exceptional Executive Assistant to support leadership and help keep the business running seamlessly behind the scenes.

This is not a traditional administrative role. We’re looking for someone highly organized, proactive, resourceful, and hungry – someone who thrives in a fast-paced environment, enjoys solving problems, and is excited to be deeply involved in building a growing brand.

About the Role

The Executive Assistant will work closely with leadership to support day-to-day operations, manage schedules and priorities, and help coordinate key business initiatives. This person will play an integral role in keeping projects organized, communication flowing, and the business moving forward efficiently.

This role is ideal for someone who is extremely organized, detail-oriented, and thrives in a startup-style environment where no two days look the same.

Key Responsibilities

• Manage complex calendars, scheduling, and daily priorities for leadership


• Coordinate meetings, calls, and travel logistics


• Assist with inbox management, correspondence, and internal communication


• Support key business initiatives, projects, and cross-functional coordination


• Help organize company documents, systems, and internal processes


• Assist with event coordination, brand activations, and special projects as needed


• Serve as a point of contact for internal teams, partners, and vendors


• Track action items and ensure follow-through across projects and meetings


• Support operational and administrative needs across the business


• Anticipate needs and proactively solve problems to keep things running smoothly

Who You Are

• 1+ years of experience supporting an executive, founder, or leadership team


• Highly organized with exceptional attention to detail


• Strong communication skills and professional discretion


• Proactive, resourceful, and comfortable solving problems independently


• Able to manage multiple priorities in a fast-paced environment


• Positive attitude with a no-task-too-small mindset


• Must have weekend availability


• Experience in hospitality, fitness, wellness, fashion, beauty, or luxury/lifestyle brands is a plus