Executive Assistant

Role Purpose The Executive Assistant (EA) is the ultimate operational anchor, strategic gatekeeper, and trusted extension of our CEO. In a high-velocity professional services firm, the CEO’s time and focus are finite, high-leverage assets. This role serves as a driving, highly adaptable operational engine; converting fast-paced, high-level vision into structured systems, repeatable workflows, and organized knowledge sharing across the firm. Rather than reacting to tasks or following a rigid administrative playbook, this person operates with a high-action, highly structured posture. You will thrive in ambiguity, navigate daily schedule pivots effortlessly, and act as a decisive gatekeeper. While deeply embedded with the CEO, you will work seamlessly across the broader team to intercept routine requests, streamline search communications, manage executive presence and events, and protect our CEO’s strategic focus so they can lead at their highest level. While this role primarily supports the CEO, it is intentionally designed to extend beyond a traditional one-to-one support model. As part of Oxeon’s centralized EA team, this person operates with a “CEO +” mindset: owning the day-to-day operational cadence while also contributing to cross-office coverage, firmwide event execution, and broader platform effectiveness. Core Responsibilities & Accountabilities Strategic Gatekeeping & Time Leverage Proactive Schedule Architecture: Proactively manage and safeguard the CEO’s focus blocks across an active Board and Committee calendar, client engagements, and industry events to maximize executive market impact. Communication & Search Interception: Intercept and filter incoming requests across Slack, email, and meeting inquiries to relieve the CEO from routine pings, providing leverage on active executive searches. Discretion & Confidentiality: Serve as a discrete vault—holding sensitive information close to the vest and using C-suite access purely for operational leverage, never office politics. Operationalizing Vision & Workflow Management Idea-to-Process Translation: Capture rapid executive vision and fast-paced priorities, translating them into concrete action items, structured workflows, and cross-team knowledge sharing. Meeting Governance & Open-Loop Closure: Attend key leadership and cross-functional meetings to track commitments, drive readouts, and ensure critical follow-ups reach completion. Ruthless Prioritization & Sounding Board: Act as a trusted partner who respectfully pushes back when schedule overloads or competing demands conflict with core Oxeon priorities. Frame choices around leverage, speed, and strategic impact. Executive Presence & Event Management End-to-End Event Ownership: Drive seamless execution for conferences, panel appearances, industry sponsorships, and key executive engagements—a significant and growing part of the firm's market footprint. CRM Mastery & Data Hygiene Platform Mastery: Own real-time data integrity within RecruiterFlow (CRM), tracking business development pipelines, logging key interactions, and mining contact data ahead of external touchpoints Key Performance Indicators (KPIs) & Success Metrics Calendar Optimization (Critical): Zero high-priority calendar conflicts; maintaining designated strategic focus blocks aligned with executive goals. Open-Loop Closure: 100% accountability on action items resulting from leadership meetings, converting implicit executive direction into shared organizational knowledge. Event Execution Accuracy: Zero major errors across high-profile external conferences, panel appearances, and board/committee commitments. Team Utility & Coverage: Active participation in the centralized EA ecosystem, measured by seamless out-of-office coverage execution and positive cross-functional collaboration. Ideal Candidate Profile & Mindset Core Behavioral Capabilities: Action-Oriented & Decisive: You default to action, hold firm operational boundaries, and handle high-urgency moments with poise and authority. Process-Minded & Systems-Focused: You naturally create order out of chaos—building organized tracking systems, maintaining tight follow-through, and ensuring no details slip through the cracks. High Tolerance for Ambiguity: You are completely unfazed by constant change. When priorities, travel plans, or client schedules shift overnight, you see it as an engaging puzzle to solve rather than a disruption to a fixed plan. Comfortable Speaking to Power: You have the confidence and EQ to match energy with a driving CEO. You offer candid, respectful feedback and push back when instincts or schedule overloads risk undermining strategic goals. Thick-Skinned & Resilient: You operate with steady composure under pressure, navigating fast-paced demands without taking high-urgency energy personally. Qualifications & Experience Experience: 4–6 years of fast-paced professional experience (up to 5–10 years for candidates with the right posture and adaptability). Environment: Strong preference for candidate backgrounds in high-growth startups, agencies, or professional services where they built operational pieces rather than following a rigid corporate handbook. C-Suite Exposure: Prior experience supporting executives is required to understand C-suite dynamics and gatekeeping cadence. Industry Interest: A genuine affinity for healthcare (must be a true point of interest, not just an industry listed on a resume). Technical Skills: Advanced proficiency in Google Workspace, Slack, and Rippling (for HRIS and expenses). Absolute requirement to rapidly learn, navigate, and master RecruiterFlow (CRM) for both data entry and data mining. Communication: Exceptional verbal and written communication skills—firm but highly professional, polished, and collaborative when interacting with high-profile external clients or cross-functional internal teams. Salary Expectations Total cash compensation range (base + bonus): $110,000 - $132,660, depending on experience Base salary range: $100,000 - $120,600 What We’d Like From You Apply on our Careers Page to let us know why you’re interested. We’re excited to hear more about your story and goals. Oxeon is interested in every qualified candidate who is eligible to work in the United States; however, we are not able to sponsor visas at this time. ​​Oxeon is committed to Diversity, Equity and Inclusion in both our internal operations and across our external business and network. We’re an equal opportunity employer committed to providing employees with a work environment free of discrimination and harassment. Applicants are considered for employment regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity, gender expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or any other class protected by applicable laws. Oxeon is committed to providing and maintaining a safe workplace. Pursuant to the order of the Commissioner of Health and Mental Hygiene to Require COVID19 Vaccination in the Workplace, all New York City workers who perform in-person work or interact with the public in the course of business must provide proof that they have been fully-vaccinated against COVID-19 or request and receive approval for a reasonable accommodation (including due to disability or religion).