Executive Assistant to CEO

The role in a nutshell

As Executive Assistant to the CEO, you will be a trusted partner at the centre of Octaura’s leadership team. You will create the structure, focus and flow of information that enables the CEO to operate at their best, while helping the wider leadership team stay aligned and effective.

This is much more than a traditional diary-management role. You will exercise sound judgement over competing priorities, protect the CEO’s time, anticipate what is needed and keep important decisions, actions and communications moving. You will be the glue between the CEO, Board, leadership team, clients, partners and employees. While your primary responsibility is supporting the CEO, you may occasionally coordinate activities or provide practical support to other leaders.

The role is based in New York and requires four days per week in the office.

Core responsibilities

• Own and proactively optimise the CEO’s complex calendar, resolving conflicts and aligning their time to the most important strategic, commercial and leadership priorities
• Coordinate internal and external meetings across multiple time zones, ensuring the right people, information and preparation are in place
• Manage and triage the CEO’s inbox with discretion, highlighting urgent or high-impact matters, redirecting routine requests and tracking important follow-ups
• Prepare clear agendas, briefing packs, presentations, pre-reads and other materials so the CEO enters meetings informed and ready to act
• Coordinate Board, investor and senior leadership meetings, including scheduling, papers, logistics, minutes, actions and timely follow-through
• Plan domestic and international travel, producing accurate itineraries and responding calmly when arrangements change
• Organise leadership offsites, company events, client meetings and other internal or external engagements from initial planning through to delivery
• Capture decisions and commitments from key meetings, assign clear ownership and ensure important actions are followed through
• Build trusted relationships across the leadership team and wider organisation, coordinating priorities, removing friction and providing occasional support to other leaders where appropriate
• Act as a polished and credible point of contact for Board members, investors, clients, partners and other senior stakeholders
• Handle confidential business, people and governance information with exceptional discretion and integrity
• Take ownership of selected projects and improvements to executive workflows, communication and operating rhythm

Desired experience

• At least five years’ experience supporting C-suite executives, ideally including a CEO, founder or comparable senior leader, ideally withing a technology firm.
• A track record of managing complex calendars, inboxes, meetings and travel in a fast-paced, high-expectation environment
• Exceptional organisation and attention to detail, combined with the ability to understand the broader business context
• Excellent judgement and prioritisation skills, with the confidence to make sensible decisions independently and escalate at the right time
• Strong written and verbal communication, with the presence to engage credibly with Board members, investors and senior internal and external stakeholders
• A proactive, anticipatory mindset, together with the diplomacy and influence to coordinate busy senior leaders and move work forward without formal authority
• Strong follow-through and project-coordination skills, turning conversations and decisions into clear actions and delivery
• Experience in fintech, financial services, technology or another fast-growth, client-led environment is beneficial but not essential

What success looks like

• The CEO spends more time on the highest-value priorities, with fewer avoidable conflicts and less administrative friction
• Important emails, decisions and risks are surfaced quickly, while routine matters are handled or redirected appropriately
• Board, leadership, client and company meetings are well prepared, professionally coordinated and followed through
• Actions and commitments have clear ownership, and the wider leadership team sees the role as a trusted connector that improves alignment, pace and execution

The base pay range for this position in New York is $130,000 - $160,000 annually. Pay may vary depending on job-related knowledge, skills, and experience. Equity and year-end bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and other benefits, dependent on the position offered. Applicants should apply via Octaura's internal or external careers site.