Executive Assistant
10 hours ago
New York
Job Description: Create the structure and proactive support needed for the CEO to direct the majority of his time, energy, and focus toward the activities that create the greatest value for AOA's growth. Run a Daily Executive Briefing with the CEO covering calendar, priorities, decisions, inbox items, and open loops. Own inbox triage end-to-end: filter noise, answer routine questions, draft replies for approval, and escalate only what truly needs the CEO's attention. Protect the CEO's calendar by managing scheduling, preserving focus time, coordinating meetings, and pushing back on unnecessary interruptions. Own Accounts Receivable coordination: run weekly aging, send reminders, track payment promises, follow up consistently, and escalate sensitive cases when needed. Own Accounts Payable and contractor operations: support the payment cycle, handle contractor payment questions, and coordinate receipts and expenses. Serve as the administrative point of contact for the bookkeeper, CPA, legal, and insurance partners. Coordinate internal meeting operations, including agendas, pre-reads, notes, action items, and follow-through. Coordinate recruiting logistics, including interview scheduling, candidate communication, reference checks, and interview prep materials. Coordinate travel and events, including flights, hotels, itineraries, conference logistics, dinners, and expense reports. Manage SaaS subscriptions, vendor renewals, license tracking, and quarterly tool audits. Maintain a stakeholder VIP list and prompt the CEO when timely relationship follow-up is needed. Run interference on vendor pitches, podcast invites, networking requests, and other inbound items that do not require the CEO's calendar. Coordinate team lifecycle moments, including onboarding logistics, birthdays, anniversaries, appreciation moments, and offboarding support. Build the EA Operating System by documenting the playbooks, templates, and SOPs this role runs so the function can scale as AOA grows. Requirements: 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role supporting a CEO, founder, or senior executive. Proven ability to own responsibilities end-to-end, operate independently, and follow through without needing to be chased. Excellent written and verbal communication, with the ability to write warmly, clearly, professionally, and in an executive-ready voice. Strong judgment around what to handle directly, what to draft for approval, what to defer, and what to escalate. High comfort with modern email, calendar, document collaboration, and task management tools. Experience supporting AR, AP, contractor payments, receipts, expenses, or similar finance-adjacent workflows. Experience coordinating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants. Strong organizational systems for tasks, owners, due dates, decisions, and follow-through. High discretion and trustworthiness with confidential financial, personnel, client, and strategic information. Strong AI fluency. You routinely use AI tools regularly as an engine of your work, not to replace your work.