Executive Assistant & Office Manager

Mecka AI; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

High visibility and direct access to leadership

Opportunity for growth into broader operations

Work in a dynamic team environment

Job summary

Mecka AI is searching for an Executive Assistant & Office Manager to enhance operations in their New York office. This pivotal role supports leadership and is integral to business development, ensuring the office runs smoothly.

The ideal candidate will have over 3 years in a relevant role, showcasing strong organizational and communication skills, and a knack for operational efficiency. Applicants will thrive in a fast-paced environment and be ready to tackle various challenges.

Qualifications

• 3+ years in an EA, chief of staff, operations, or generalist role at a fast‑moving company.
• Demonstrated ability to manage multiple workstreams simultaneously.
• Experience supporting senior executives or founders directly.

Responsibilities

• Manage calendars, travel, and logistics for leadership.
• Own the day‑to‑day operations of the NYC office.
• Support the BD and sales team with research and outreach coordination.

Skills

Sharp analytical mindset

Strong communication skills

Data and metrics proficiency

Organizational skills

Tools

Notion

Slack

Google Workspace

CRM platforms

Job description

The Role

We're hiring an Executive Assistant & Office Manager to be the operational backbone of Mecka's New York office and a force multiplier for leadership.

This is not a traditional EA role. We're looking for someone who is sharp, analytical, and commercially minded — someone who can run the office, support executive workflows, and plug into business development and operations work when needed. You'll be a key part of how Mecka functions day‑to‑day and a trusted extension of the leadership team.

If you thrive in fast-moving environments, hate wasted motion, and want to be close to the action at a company building something that matters — this is the role.

Responsibilities

Executive Support

• Manage calendars, travel, and logistics for leadership with precision and proactivity
• Prepare materials, briefings, and research ahead of key meetings and decisions
• Own follow‑through on action items — track what was decided, what's due, and what's slipping
• Handle sensitive information and communications with discretion and judgment

Office Operations

• Own the day‑to‑day operations of the NYC office — vendor relationships, supplies, facilities, and anything that keeps things running
• Set up and maintain systems and processes that make the office efficient and professional
• Coordinate events, offsites, team meetings, and visitor logistics
• Be the go‑to person for anything operational in New York

Business Development Support

• Support the BD and sales team with research, outreach coordination, and pipeline tracking
• Help prepare decks, briefs, and materials for partner and customer meetings
• Assist in managing relationships — tracking touchpoints, following up, keeping things moving
• Identify opportunities to improve how we manage and grow commercial relationships

NYC Operations Lead

• Serve as the operational point of contact for the New York office
• Coordinate across teams — sales, deployments, engineering — to ensure NYC runs smoothly
• Flag issues, surface blockers, and solve problems before they escalated
• Help onboard new hires and contractors based in New York

Who You Are

Required Experience

• 3+ years in an EA, chief of staff, operations, or generalist role at a fast‑moving company
• Demonstrated ability to manage multiple workstreams simultaneously without dropping balls
• Strong written and verbal communication — clear, concise, and professional
• Comfortable with data, metrics, and analytical work — not just logistics
• Experience supporting senior executives or founders directly

Strong Signals

• Prior experience at a startup, tech company, or high‑growth environment
• Exposure to business development, sales operations, or commercial workflows
• Has built or improved internal processes, not just maintained them
• Comfortable using tools like Notion, Slack, Google Workspace, and CRM platforms
• Has operated as a de facto office lead or chief of staff in a previous role

You Are

• A natural executor — you see what needs to happen and make it happen
• Analytically minded — you bring data and structure to ambiguous problems
• Highly organized without being rigid — you adapt fast when priorities shift
• Discreet, trustworthy, and professional with sensitive information
• Energized by variety — no two days look the same and that's how you like it
• Low ego, high output — you care about outcomes, not credit

Why This Role

• Be at the center of a fast‑growing company doing important work
• High trust, high visibility, and direct access to leadership
• Real scope — this isn't a gatekeeper role, it's a builder role
• Opportunity to grow into broader operations or chief of staff responsibilities over time
• Work out of Mecka's New York office alongside a sharp, driven team