Executive Personal Assistant to CEO at Series AI Startup

AI startup developing project management software for large-scale infrastructure projects is looking for an Executive Assistant/Personal Assistant to support their Founder/CEO. In this role, you’ll manage both professional and personal calendars with seamless coordination, ensuring the Executive arrives on time to board meetings, investor calls, kids’ activities, and family commitments. You’ll own end-to-end travel booking for near-weekly trips (mostly US, some Europe), including accommodations, activities, transportation, and detailed itineraries, as well as family trip planning.

You’ll also handle personal logistics like vet and doctor appointments, dinner reservations, event planning, and ad hoc tasks ranging from bill payments to managing vendor relationships. Someone who takes initiative, exercises excellent judgment while moving things forward independently, and has experience in both EA and PA. This is a hybrid role (1-2 days/week in Tribeca co-working space) with flexibility to work from home.

100-130K DOE + equity, 401k, benefits, flexible PTO, and discretionary bonus.

• Manage personal and professional calendars end-to-end, ensuring seamless coordination of meetings, family commitments, children’s activities, and important events to ensure schedules run smoothly and on time.
• Book and manage all business and personal travel, including accommodations, transportation, activities, and detailed itineraries based on preferences and logistical needs.
• Coordinate personal appointments such as medical visits, pet care, and other essential services.
• Arrange dining reservations, private chefs, and event-related hospitality needs.
• Plan and organize events, including dinners, presentations, celebrations, and social gatherings.
• Handle ad hoc personal and business tasks such as managing paperwork, liaising with vendors, coordinating service providers, ensuring bills are paid, assisting with vehicle sales, and setting up international services like phone numbers.
• Proactively manage overlapping personal and professional commitments to ensure important family and personal milestones are prioritized and supported.
• Serve as a reliable operational partner who anticipates needs, moves tasks forward independently, and ensures all details are handled efficiently.

• Previous experience providing Executive Assistant and Personal Assistant support to a busy executive or family.
• Energetic, proactive, and action-oriented professional who takes initiative and exercises strong judgment.
• Self-directed problem solver who moves projects forward without constant oversight and can operate independently.
• Comfortable managing a wide range of personal and professional tasks, from coordinating household services to handling travel and event logistics.
• High-energy communicator with a direct, efficient communication style.
• Flexible and resourceful with a “no task is too small” mindset.
• Strong organizational skills with the ability to manage multiple priorities across different areas of life.
• Proficient with Microsoft tools and comfortable using messaging platforms such as Whats App for daily communication.