Executive Assistant & Office Manager

About Us:

Founded in 2021, Axion is at the forefront of transforming product quality and customer satisfaction in manufacturing. Our cutting-edge AI-powered platform empowers manufacturers to swiftly identify, thoroughly investigate, and effectively resolve quality issues while simultaneously elevating customer experiences and outcomes.

As trailblazers in end-to-end quality intelligence, we’re setting new industry standards. Our innovative approach enables industrial, aerospace, consumer, and medtech manufacturers to harness the power of quality and post-market data, driving down costs and boosting business performance.

Our vision extends beyond mere problem-solving; we’re committed to reshaping the future of manufacturing. By seamlessly integrating advanced AI technology with deep industry expertise, Axion is paving the way for smarter, safer, and more efficient production processes across diverse sectors.

Backed by leading investors, including Bessemer Venture Partners, Amplo, Boeing, and RTX Ventures, Axion is poised to lead the quality revolution in manufacturing.

We are seeking an Executive Assistant & Office Manager to play a vital role in supporting our Executive team and managing our Williamsburg HQ. This role will be responsible for covering administrative and office activities. The ideal candidate will embrace a range of tasks that will often be administrative , with a positive “can-do” attitude. This will be a collaborative individual contributor role impacting the experience of employees based in New York and elsewhere as well as supporting the smooth operations of our business in assistance to the CEO.

Below is a sample of what this role may include. Ultimately, the right candidate for this role will have a “can do” attitude and is willing to help across a wide variety of administrative and operational activities.

Responsibilities

• Manage and coordinate the CEO’s daily schedule, including scheduling internal and external meetings, travel, and appointments.
• Communicate with internal and external stakeholders to proactively identify and resolve scheduling conflicts ensuring the CEO’s time is utilized efficiently.
• Prioritize and filter the CEO’s emails, phone calls, and requests, responding to them when necessary or delegating to the appropriate party.
• Prepare the CEO for meetings by providing background information, briefing notes, and relevant documentation.
• General office maintenance: set up meeting rooms, greet visitors, manage the mailroom, receive packages
• Assist with new hires equipment procurement and tool setup
• Coordinating and planning meetings/events with the board and customers, as directed by CEO
• Coordinating & supporting travel and accommodation arrangements for employees & interview candidates
• Organize and coordinate special events, company-wide meetings, team events and happy hours
• Coordinate ordering and stocking of office supplies, snacks, and lunches, for individuals or teams
• Perform administrative tasks as needed to support the operations team

Requirements

• An attitude of “no task is too small” - we are looking for someone who is happy to roll up their sleeves and do what needs to be done
• Proven experience as an Executive Assistant or similar role, with a minimum of 2 years of experience managing the schedule of a senior executive.
• Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously and meet tight deadlines.
• Excellent communication skills, both verbal and written, with a professional and friendly demeanor.
• Strong interpersonal skills with the ability to interact with people from diverse backgrounds and cultures.
• Attention to detail and accuracy, with a high level of discretion and confidentiality.
• Proficient in Google office products and conferencing tools like Zoom, MS Teams, Webex, etc,.
• A bachelor’s degree in business administration, management, or a related field is preferred.

Who You Are:

You’re a builder and operator who thrives in fast-moving, high-accountability environments. You take pride in getting things done — thoughtfully, efficiently, and without drama. You’re energized by ambiguity, skilled at bringing clarity, and comfortable flexing between strategy and execution.

You value feedback — giving it, receiving it, and acting on it — and you see collaboration as a competitive advantage, not a burden. You’re low-ego but high-agency: you care about w…