Executive Assistant (Early-stage startups)

Theron Solutions; New York (NY); On-site; USD 80,000 - 110,000; Full time

Job summary

Theron Solutions seeks a proactive Executive Assistant in New York City to support the CEO and Chief of Staff. You will ghostwrite emails, manage calendars, coordinate communications with coaches, and oversee invoices and payments for coaching engagements.

The role requires 3–5+ years of EA experience, excellent writing, and the ability to ramp quickly. You’ll be based in NYC and work in the office 5 days a week in Brooklyn, with a focus on smooth, external-facing communications.

Qualifications

• 3–5+ years of EA experience, ideally at early-stage startups (Seed to Series C)
• Excellent written communication; ghostwriting emails and representing the company externally
• Self-directed and quick to ramp without heavy training

Responsibilities

• Manage Chief of Staff and CEO calendars and inboxes
• Own coach relationship management and coordinate client introductions
• Run invoicing and payments for coaches; follow up on collections
• Plan and execute monthly events with vendors and guest lists
• Handle ad hoc admin tasks including tax documents and CRM upkeep (Attio)

Skills

Executive support experience

Ghostwriting emails

Calendar & inbox management

Client-coach communications

Tools

Attio CRM

Job description

• Managing calendars and inboxes for the Chief of Staff and CEO, including ghostwriting emails on behalf of the CEO
• Owning coach relationship management — handling all communications between clients and coaches, scheduling introductions, and sending relevant information
• Running invoice management and payment operations — sending invoices, following up on collections, and processing coach payments
• Planning and executing monthly events — coordinating with restaurants, airlines, and managing guest lists
• Handling ad hoc administrative tasks like organizing tax documents and maintaining CRM (Attio)

Key Requirements

• 3-5+ years of EA experience, ideally at early-stage startups (Seed to Series C) — no purely corporate backgrounds
• Excellent written communication skills — you'll be ghostwriting emails and representing the company externally
• Self-directed and able to ramp quickly without extensive training or hand-holding
• Must be based in or willing to relocate to NYC; in-office 5 days/week in Brooklyn
• No pattern of job-hopping (multiple roles under 12 months)

Equal Opportunity Employer:

Our client is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at our client are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.