Executive Assistant Job at RepeatMD in New York

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We are seeking an exceptional Executive Assistant & Office Manager to provide high-level, strategic support to our CEO and executive leadership team (ELT). This strategic role goes beyond traditional administrative duties, serving as the operational backbone for our executive team and functioning as a critical liaison between leadership and all internal/external stakeholders. The ideal candidate will be a polished professional who anticipates needs, solves problems proactively, and ensures flawless execution of all executive priorities. Key Responsibilities include managing complex calendars and priorities for CEO and ELT, preparing briefings and meeting materials, triaging and managing CEO inbox, serving as gatekeeper for internal/external communications, handling confidential information with discretion, proactively resolving scheduling conflicts or priority clashes. Travel & Logistics duties include booking and coordinating all travel (domestic/international), accommodations, and detailed itineraries, optimizing travel productivity, managing loyalty programs, handling all travel-related expenses, receipts, and reconciliation. Meeting & Event Management involves planning and executing company offsites, leadership retreats, board meetings, and large-scale corporate events (100+ attendees), coordinating vendors, venues, logistics, and run-of-show documentation, supporting executive meetings with agendas, note-taking, and action tracking, and providing onsite support for industry events and trade shows. Project Management (Admin & Ops) includes leading ad hoc projects with defined KPIs, timelines, and deliverables using tools like Asana, maintaining project docs, managing resources and budget, flagging risks early, and implementing best practices for executive-level project execution. Office Management responsibilities include overseeing all NYC office operations: facilities, vendors, supplies, seating, scheduling, maintaining a professional, compliant, and welcoming environment, coordinating office moves and improvements, supervising janitorial staff, managing branded merchandise, supporting hybrid work protocols, planning office celebrations and team engagement events, and onboarding new hires into office systems and procedures. Qualifications include 7+ years senior executive support experience, including 2+ in high-growth startups (SaaS/tech a plus), mastery of Google Workspace and travel platforms, Asana proficiency a strong plus, proven success planning large events and managing office operations, willingness to be available after hours and weekends when needed, and deep NYC knowledge and strong local vendor network is a bonus. The candidate should be exceptionally organized and discreet, an outstanding communicator (written + verbal), calm under pressure and a natural problem-solver, proactive, emotionally intelligent, independently driven, and service-minded with a positive, resourceful attitude.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Software Development

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