Executive Administrative Assistant

As an Executive Administrative Assistant you’ll support and partner with the CEO at Conductor. This person will handle a wide range of executive and personal support-related tasks. The ideal candidate will be extremely proactive, organized, flexible, and enjoy the administrative challenges of supporting a fast-paced executive.

Crucial to this role is the ability to interact with staff (at all levels) in a fluid environment, sometimes under pressure, remaining resourceful and efficient, with a high level of professionalism and confidentiality. Equally important is strong business acumen, stellar written and verbal communication skills, optimal decision-making ability and attention to detail.

What you'll do (Responsibilities):

Manage the CEO’s ever-shifting calendar, prioritizing requests and coordinating meetings with internal team members, as well as external customers and board members
Assist in the maintenance of the executive’s inbox and outbox
Employ Generative AI to optimize workflows and create briefs to prepare the executive for all external meetings
Prepare agendas, distribute meeting minutes and track action items for leadership meetings
Light estate management and appointment scheduling on behalf of the executive’s family
Manage end-to-end domestic and international travel logistics and detailed itineraries—including flights, accommodations, ground transport, and visas—ensuring seamless execution and personal travel support for the CEO and family
Compile and reconcile expense reports
Coordinate logistics for senior executive visitors & interviews
Confidently and discreetly work with confidential and high-priority information
Coordinate schedules and logistics for leadership team and company events including board meetings, town halls, and offsites
Professionally handle incoming phone calls
Assist in the organization of company events, such as ordering catering for client meetings, securing dinner reservations, arranging offsite retreats, etc
Place daily lunch orders, arrange deliveries
Maintain executive contact list
Establish productive relationships with C-level executives to work as collaboratively as possible
Partner with the Facilities to make sure conference rooms are clean and in good condition for meetings, make sure snacks and food is always plentiful and properly arranged
Conduct research as needed in support of CEO
Maintain high standards of confidentiality of all employee records and documents
Conduct business with integrity consistent with Conductor’s values, policies and procedures

Who you are (Required Skills/Abilities):

Must have the ability to maintain a high level of confidentiality
Passionate about the possibilities of Generative AI and the world of the future
Experience in a startup or similar fast-paced environment where there is frequent change and a need to demonstrate and act with a sense of urgency
Strong attention to detail and natural desire to make things organized
Proven experience prioritizing multiple projects, assignments and maintaining deadlines
Demonstrably high levels of integrity and discretion
Proficiency with GSuite
Self-starter attitude – ability to work in ambiguous environment with minimal direction
Ability to deal with change without frustration, a positive and upbeat attitude and lots of enthusiasm
Exhibits professionalism and composure in stressful situations and in meeting short deadlines
In office presence required Monday - Thursday (NYC office), with Fridays being remote when CEO is onsite, but a more flexible schedule is available when she is not at HQ
Strong customer service orientation - must be positive, friendly, and approachable
Demonstrated commitment to continuous learning
4-year College degree preferred or equivalent work experience
5+ years of experience in similar or related roles supporting C-Suite leaders