Manager, Executive Assistants (People)

cohere; New York (NY); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Lunch stipend

Health benefits

RRSP matching

Parental leave

Learning stipend

Vacation 6 weeks

Home office stipend

Job summary

Cohere is seeking an experienced Executive Assistant to support Cohere's SVP of People and to lead a global EA team. In a fast-paced, collaborative environment, you will manage calendars, coordinate travel, and drive initiatives that boost executive productivity.

You will partner with department leads to set priorities, handle confidential communications, and mentor junior EAs. If you excel at organization and proactive problem-solving, this role offers impactful work and growth.

Qualifications

• 7+ years of experience as an Executive Assistant or equivalent.
• 2+ years of experience leading a high-performing Admin team.
• Proactive with strong anticipation of needs.
• Experience partnering with senior leaders in fast-paced environments.
• Excellent written and verbal communication with C-level stakeholders.
• Highly organized with meticulous attention to detail.
• Proficient with Slack, Google Calendar, Sheets, and Slides.

Responsibilities

• Manage the day-to-day schedule for the SVP of People, including calendar and meetings.
• Coordinate internal and external meetings and prepare supporting documents.
• Oversee travel arrangements and expense reconciliation.
• Partner with executives to drive strategic priorities and productivity.
• Lead and develop part of the EA team; oversee performance and career growth.
• Foster cross-department collaboration and improve operational processes.
• Coordinate team events and community-building activities.
• Maintain confidentiality in communications with stakeholders.

Skills

Executive support

Team leadership

Stakeholder communication

Discretion & professionalism

Organization & planning

Tools

Slack

Google Calendar

Google Sheets

Google Slides

Job description

Who are we?

Cohere is the leading security-first enterprise AI company. We build cutting-edge foundation AI models and end-to-end products that are designed to solve real-world business problems.

We’re training and deploying frontier models for enterprises who are building AI systems. We believe that our work is instrumental to the widespread adoption of AI and we are looking for folks that want to be part of that.

We obsess over what we build. Each one of us is responsible for contributing to increasing the capabilities of our models and the value they drive for our customers. Cohere is a team of researchers, engineers, designers, and more, who are all passionate about their craft.

We are a global technology company headquartered in Toronto with key offices in London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul. Join us!

Why this role?

The Admin team at Cohere is looking for an Executive Assistant to support Cohere's SVP of People, and to manage some of our global EA team.

In this dynamic and collaborative role, you will thrive in a fast-paced environment, working cross-functionally to provide high-value support. You will manage executive calendars, coordinate travel arrangements, enhance team cohesion through various initiatives, and take on diverse projects. Additionally, you will be responsible for managing a high performing team of EAs across the company.

We are seeking someone who is eager to dive into the challenges and opportunities that come with supporting our executive team. If you have a passion for providing seamless administrative support and contributing to a high-performing organization, this role is ideal for you.

In this role, you will:

• Manage the day-to-day schedule for our SVP of People, including calendaring, booking meetings [internal and external] and other commitments to ensure a balanced and efficient workday

• Coordinate internal and external meetings (think 1:1s, board meetings, partner meetings) and assist with documentation that may be required in conjunction with meetings

• Oversee travel arrangements and logistics for our leadership team, including booking flights and accommodations, schedule, and expense reconciliation

• Serve as a strategic partner to your executive, orchestrating cross-functional initiatives to drive executive productivity and effectiveness

• Work directly with your executive’s department leads to drive strategic planning, manage priorities, and maximize your executive’s productivity

• Manage the day to day operations of part of the EA team, including 1:1s, performance management, and career development

• Manage the broader EA team to promote collaboration, communication, and efficiency across departments

• Work to identify new ways to add value and proactively take on tasks that can help our leadership team be more productive. We’re looking for someone who loves to optimize operations and processes and is equally excited to share their ideas with our team!

• Take on special projects like coordinating team events or community-building activities

• Communicate effectively with internal and external stakeholders while maintaining a strict level of confidentiality

You may be a good fit if you have:

• 7+ years of experience working as an Executive Assistant or equivalent experience

• 2+ years of experience managing a high performing Admin team

• You anticipate others needs and can work proactively to address them

• Previous experience partnering with senior leaders in a fast-paced, innovative environment

• You are a strong communicator, both written and verbal - and feel comfortable speaking to C-level stakeholders.

• You are highly self-motivated and exercise discretion, tact, and professionalism

• You're detail-oriented, love staying organized, and stay cool under tight deadlines

• Experience with tools like Slack, Google Calendar, Google Sheets, Google Slides

• You enjoy a balance of collaborative and independent work.

• Experience creating and maintaining positive working relationships with internal and external stakeholders.

Full-Time Employees at Cohere enjoy these Perks:

• A weekly lunch stipend of $75/£75 or equivalent in your local currency for lunch.

• Full health and dental benefits, including a separate budget for mental health.

• RRSP matching, 401K, Pension Scheme.

• 100% Parental Leave top-up for up to 6 months, for either parent.

• Annual enrichment benefits:

  Arts & culture, fitness/wellness, quality time, and a workspace improvement credit.

  Education & learning stipend for conferences, courses, and coaching.

• 6 weeks of paid vacation (30 working days!)

• Budget for traveling to other offices if you are remote, plus an annual company offsite.

How and Where We Work:

• Cohere is remote-friendly, but we also have offices in Toronto, London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul with more opening soon.

• For those in the office: a daily lunch program, plenty of snacks, and regular community and social events.

• For those not near an office: a co-working benefit so you can work alongside others in your city.

• Everyone receives a $500 home office stipend to set up your workspace properly.

If any of the above doesn’t line up exactly with your experience, we still encourage you to apply.

We strive to create an inclusive work environment for all; we welcome applicants from all backgrounds and are committed to providing equal opportunities. Should you require any accommodations during the recruitment process, please submit Accommodations Request Form, and we will work together to meet your needs.

We may use AI-enabled tools to screen and assess applicants against the criteria for this position. This helps our recruiters identify potentially qualified candidates, but it doesn't limit the applications our recruiters may review or consider.