Executive Assistant
External
Reflectionai · NYPrepare for this interview
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About the role
We're looking for an exceptionally organized, reliable, and discreet Executive Assistant to support a senior leadership team in New York. This is a high-touch role that combines executive support, in-office coordination, and hands-on personal logistics, and is best suited to someone who genuinely enjoys high-touch support and being the day-to-day point person for a founder. The right person will be strong on calendar management and scheduling, comfortable making thoughtful tradeoffs, and able to keep priorities, logistics, and follow-through tight in a fast-changing environment. This role requires someone who is self-directed, anticipates needs before they become problems, operates well in ambiguity, adapts quickly as priorities shift, and stays calm under pressure. This is a highly practical role for someone who is equally comfortable behind a laptop, in the office, and out handling real-world logistics as needed. This role requires excellent judgment, a high degree of independence, and someone who can operate with minimal oversight while keeping the senior leadership team's day running smoothly.
Responsibilities
- Own and manage complex, fast-moving calendars across multiple time zones, making thoughtful tradeoffs and constant adjustments as priorities shift.
- Proactively protect focus time, resolve scheduling conflicts, and make smart prioritization calls.
- Own internal meeting scheduling and calendar logistics.
- Handle walk-up requests and real-time asks from the senior leadership team and visiting stakeholders, filtering and organizing them into actionable follow-through.
- Own end-to-end travel coordination, including flights, hotels, ground transportation, itineraries, and real-time changes.
- Own administrative processes related to documents and travel, including coordinating visa and travel documentation, gathering required signatures, and ensuring forms and approvals are completed on time.
- Track action items, commitments, and deadlines, and help keep execution tight across day-to-day priorities.
- Maintain an organized and functional office environment and support day-to-day operational needs.
- Handle personal logistics and ad hoc tasks, including errands, reservations, deliveries, and other practical support as needed.
- Process expenses and support administrative workflows using tools like Ramp, Google Workspace, Slack, and AI-enabled tools.
Requirements
- Significant experience supporting c-suite leadership, founders, or senior executives in a fast-paced, high-demand environment.
- Exceptional calendar management skills, especially with complex scheduling, shifting priorities, and multiple time zones.
- Strong judgment and discretion, with the ability to handle confidential information and make sound decisions independently.
- Demonstrated ability to handle highly sensitive information with absolute discretion and professionalism.
- Excellent written and verbal communication skills.
- Comfort with both executive assistant and personal assistant responsibilities; no task is too small if it helps senior stakeholders stay focused.
- Strong follow-through, attention to detail, and ability to stay calm under pressure.
- Proficiency with Google Workspace, Slack, and modern productivity tools; experience with Ramp and AI tools is a plus.
- Based in New York and available to work on-site
Benefits
Additional Information
Our Mission Reflection's mission is to build open superintelligence and make it accessible to all . We're developing open weight models for individuals, agents, enterprises, and even nation states. Our team of AI researchers and company builders come from DeepMind, OpenAI, Google Brain, Meta, Character.AI, Anthropic and beyond.
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