Executive Assistant

About Reflection

Reflection is a research laboratory dedicated to making intelligence open and accessible to everyone by building open models that empower users to control and shape the future of AI.

Role Overview

We are seeking a highly organized, dependable, and discreet Executive Assistant based in New York to support our senior leadership team. This role demands a blend of executive assistance, office coordination, and hands-on personal logistics management. The ideal candidate thrives on providing high-touch support and acts as the daily primary contact for a founder and executive team members.

Key Responsibilities

• Manage complex and dynamic calendars across multiple time zones, making prioritized scheduling decisions as organizational needs evolve.
• Proactively safeguard focus time, resolve scheduling conflicts, and make informed prioritization decisions.
• Coordinate internal meetings and handle all calendar logistics.
• Field and organize immediate requests from senior leaders and guests, transforming them into actionable follow-ups.
• Coordinate comprehensive travel arrangements including flights, accommodations, ground transport, itineraries, and adapt promptly to travel changes.
• Manage administrative processes related to documents and travel, including visa coordination, obtaining signatures, and ensuring timely completion of forms and approvals.
• Track action items, commitments, and deadlines to maintain tight execution of daily priorities.
• Maintain an organized and effective office environment and address operational needs.
• Take on personal logistics and miscellaneous tasks such as errands, reservations, deliveries, and other practical support as needed.
• Manage expense processing and support administrative workflows utilizing tools such as Ramp, Google Workspace, Slack, and AI-powered applications.

Required Qualifications

• Extensive experience supporting c-suite executives, founders, or senior leaders in demanding, fast-paced settings.
• Exceptional skills in calendar management involving complex scheduling, shifting priorities, and multiple time zones.
• Demonstrated sound judgment, complete discretion, and professionalism in handling confidential information.
• Excellent verbal and written communication abilities.
• Comfortable managing both professional executive and personal assistant duties, understanding that no task is too minor if it benefits the leadership team's focus.
• Strong follow-through, precision, and poise under pressure.
• Proficiency with Google Workspace, Slack, and modern productivity tools; familiarity with Ramp and AI-enabled tools is advantageous.
• Residency in New York with capability to work onsite.

What We Provide

• Competitive, top-level salary and equity packages reflecting the value of our global talent.
• Stock options allowing all contributors to share in the company’s success.
• Comprehensive health, dental, vision, and life insurance with an annual wellness stipend.
• Daily lunch and dinner provided at the office.
• Generous parental leave policy: 22 weeks of paid leave for all new parents including birth, adoption, and surrogacy.
• Flexible vacation: unlimited paid time off in the U.S. and 30 vacation days in the U.K.
• Visa sponsorship for exceptional candidates along with long-term immigration support where applicable.
• Regular social activities including off-sites, happy hours, and team celebrations promoting a connected team culture.

Additional Information

This role may involve access to technology or source code regulated by U.S. Export Administration Regulations. Employment offers may be contingent on successfully obtaining governmental authorization to access such controlled technology in compliance with relevant export laws.