Executive Assistant

Overview

Care of Chan is seeking an Executive Assistant to serve as a trusted right hand to the Founder. As Care of Chan continues to grow across event production, hospitality experiences, and new business ventures, this role will directly support the Founder by bringing structure, follow-through, and operational discipline to a fast-moving organization.

The Executive Assistant will own the Founder’s day-to-day operational effectiveness: managing priorities, keeping initiatives moving, coordinating across teams, and handling executive logistics with precision and discretion. This role is ideal for a highly organized, relationship-oriented operator who thrives in entrepreneurial environments and takes genuine pride in keeping things running smoothly.  It is expected that the Executive Assistant will be able to strategically manage the Founder’s projects and priorities, as well as exercise independent judgment, with autonomy.

This role also works closely with the Managing Director and Leadership team and is based in Lower Manhattan with a hybrid schedule.

Responsibilities

Founder Support and Prioritization

• Manage and track the Founder’s priorities, commitments, and key initiatives across the agency
• Prepare agendas, briefing materials, meeting notes, and action items for internal and external meetings
• Drive follow-through on outstanding decisions, deliverables, and action items from leadership
• Assist in prioritizing inbound requests, opportunities, and meetings on behalf of the Founder
• Support communication and coordination between the Founder and internal teams
• Anticipate needs, identify gaps, and proactively problem-solve before issues escalate
• Conduct research and prepare summaries to support decision-making on new initiatives
• Help develop systems, templates, and operational processes that improve efficiency as the company grows

Executive Operations

• Own calendar management, scheduling workflows, and executive logistics in partnership with administrative support resources
• Coordinate leadership meeting rhythms, agendas, and action-item tracking
• Manage travel logistics, reservations, and executive operational needs
• Ensure important communications, deliverables, and deadlines are tracked and responded to in a timely manner
• Improve systems and workflows related to executive operations and communication
• Interface with clients, vendors, and external partners on the Founder’s behalf as needed
• Escalate bottlenecks, communication gaps, or competing priorities when needed

Required Qualifications

• 3-5 years of experience in executive support, operations, project management, agency environments, or related fields
• Experience supporting a founder, senior executive, or fast-moving leadership team
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities simultaneously without losing momentum
• exercising independent judgment without constant oversight
• High emotional intelligence, professionalism, and discretion
• Comfort working in a high-trust capacity with access to sensitive and confidential information
• Strong problem-solving instincts and a resourceful, ownership-oriented mindset
• Experience in agency, hospitality, or events environments preferred
• Proficiency in Google Workspace, project management tools, and operational systems

What We’re Looking For

The ideal candidate naturally demonstrates the following:

Integrity and Ownership

You take responsibility for outcomes, follow through consistently, and move projects forward without needing oversight. You handle sensitive information and relationship dynamics with professionalism and good judgment.

Operational Excellence

You value systems, accountability, and thoughtful execution. You understand that operational structure is what enables creativity and growth.

Attention to Detail

You maintain a high level of precision and rigor because you know that details directly impact execution and team effectiveness.

Proactive Communication

You communicate clearly and consistently, anticipate informational needs, and keep stakeholders aligned.

Adaptability

You navigate changing priorities and evolving business needs with composure and effectiveness.

Strategic Judgment

You can think ahead, weigh options with discernment, and know when to act versus escalate.

Location

This is a hybrid role based in the New Yo…