Executive Operations & Personal Assistant

Incendia Partners; New York (NY); On-site; USD 110,000 - 160,000; Full time

Benefits offered by this job

Compensation & equity

Medical benefits

Entrepreneurial culture

Growth opportunities

Job summary

Incendia Partners in New York, NY, is seeking an Executive Operations & Personal Assistant to join a fast-paced startup. You will partner with the founding team, manage complex calendars, coordinate travel, and handle personal logistics while keeping day-to-day operations seamless.

This role blends executive support, office operations, events, and special projects. You will own NY headquarters operations, improve processes, plan events, and contribute to a world-class employee experience as the

Qualifications

• 4+ years of experience in executive support, personal assistance, office management, or similar roles.
• Startup or fast-paced environment experience required; flexibility essential.
• Outstanding organizational skills with attention to detail.
• Strong written and verbal communication skills.
• Ability to anticipate needs and maintain confidentiality.

Responsibilities

• Serve as trusted partner to the founding team, managing business and personal priorities with professionalism.
• Manage complex calendars, coordinate domestic and international travel, and schedule across priorities.
• Handle personal appointments, errands, and life logistics to ensure seamless daily operations.
• Draft, review, and polish executive communications and materials.
• Create systems to keep founders focused on high-impact work.

Skills

Executive support

Calendar management

Discretion

Organizational skills

Written communication

Job description

About the Opportunity

Our client is an exceptionally well-funded technology company. Founded by experienced entrepreneurs and backed by leading venture capital firms, they are building groundbreaking technology.

Location: New York, NY (On-site)

They are seeking an Executive Operations & Personal Assistant to become a trusted partner to the founding team. This is a highly visible role that blends executive support, office operations, personal assistance, workplace experience, and special projects. You'll be instrumental in keeping both the business and the founders operating at their highest level. If you thrive in a fast-paced startup environment, enjoy wearing multiple hats, and love creating order out of chaos, this is an opportunity to make a meaningful impact from day one.

What You’ll Do

Executive & Personal Support

• Serve as a trusted partner to the founding team, managing both business and personal priorities with professionalism and discretion
• Manage complex calendars, coordinate domestic and international travel, and oversee scheduling across multiple priorities
• Handle personal appointments, reservations, errands, and life logistics, ensuring day-to-day responsibilities run seamlessly
• Draft, review, and polish executive communications and other written materials
• Anticipate needs, solve problems proactively, and create systems that keep the founders focused on high-impact work

Office & Workplace Operations

• Own the day-to-day operations of the New York headquarters, including facilities, vendors, office supplies, and workplace services
• Build and improve internal processes, documentation, and operating procedures
• Create a welcoming, polished experience for employees, candidates, and visitors
• Coordinate onboarding logistics and support a best-in-class employee experience

Events & Special Projects

• Plan company events, off‑sites, recruiting gatherings, and executive dinners
• Lead employee experience initiatives, culture projects, and branded merchandise programs
• Manage expenses, purchasing, and operational workflows
• Take ownership of cross‑functional projects and tackle new challenges as the company grows

Who We’re Looking For

You’re resourceful, proactive, and naturally take ownership. You enjoy supporting busy executives, thinking several steps ahead, and handling everything from strategic projects to last‑minute requests with confidence and grace.

Qualifications

• 4+ years of experience in executive support, personal assistance, office management, operations, workplace experience, or a similar role
• Experience in a startup or fast‑paced environment where flexibility and adaptability are essential
• Outstanding organizational skills with exceptional attention to detail
• Strong written and verbal communication skills
• A service‑oriented mindset with the ability to anticipate needs before they arise
• High emotional intelligence, discretion, and sound judgment when handling confidential business and personal matters

Preferred Experience

• Supporting founders or C‑level executives in a high‑growth company
• Managing both executive and personal responsibilities in a blended role
• Planning events, executive off‑sites, or recruiting initiatives
• Building operational processes or workplace programs from the ground up

Why This Role

This is an opportunity to join an exciting, mission‑driven startup at a pivotal stage of growth while working alongside an accomplished leadership team. You'll have significant ownership, exposure to senior leadership, and the chance to shape how the organization operates as it scales.

Our Client Offers

• Competitive compensation and equity
• Comprehensive medical benefits
• A collaborative, entrepreneurial culture with real ownership
• Diverse, high‑impact work where no two days are the same
• Exceptional opportunities for growth and advancement

Salary: $110,000 - $160,000 (DOE)

Generous PTO and Company Paid Health Insurance