Executive Administrative Assistant

About Conductor

Conductor is the leading enterprise AEO platform. Top enterprise brands use Conductor to grow authority and visibility in both AI and traditional search engines. The platform tracks visibility in LLMs, monitors technical site health in real time, and scales AI content creation, providing a single source of truth that fuels digital growth. Conductor is a mission‑driven company committed to innovation, customer success, and culture, aiming to improve the lives of customers, employees, and communities.

About the role

As an Executive Administrative Assistant you’ll support and partner with the CEO at Conductor. This role handles a wide range of executive and personal support tasks, requiring proactive organization, flexibility, and the ability to thrive in a fast‑paced environment. You will interact with staff at all levels, manage confidential information, and leverage Generative AI to enhance workflows. The position also includes a dedicated assessment of AI literacy and competency to ensure readiness for Conductor’s tech‑forward environment.

Responsibilities

• Manage the CEO’s ever‑shifting calendar, prioritizing requests and coordinating meetings with internal team members, external customers, and board members.
• Assist in the maintenance of the executive’s inbox and outbox.
• Employ Generative AI to optimize workflows and create briefs for external meetings.
• Prepare agendas, distribute meeting minutes, and track action items for leadership meetings.
• Light estate management and appointment scheduling for the executive’s family.
• Manage end‑to‑end domestic and international travel logistics and detailed itineraries—including flights, accommodations, ground transport, and visas—ensuring seamless execution and personal travel support for the CEO and family.
• Compile and reconcile expense reports.
• Coordinate logistics for senior executive visitors and interviews.
• Confidently and discreetly handle confidential and high‑priority information.
• Coordinate schedules and logistics for leadership team and company events, including board meetings, town halls, and offsites.
• Professionally handle incoming phone calls.
• Assist in organizing company events, such as ordering catering for client meetings, securing dinner reservations, and arranging offsite retreats.
• Place daily lunch orders and arrange deliveries.
• Maintain the executive contact list.
• Establish productive relationships with C‑level executives to work collaboratively.
• Partner with Facilities to ensure conference rooms are clean, well‑stocked, and ready for meetings.
• Conduct research as needed in support of the CEO.
• Maintain high standards of confidentiality for all employee records and documents.
• Conduct business with integrity consistent with Conductor’s values, policies, and procedures.

Requirements

• Ability to maintain a high level of confidentiality.
• Passion for Generative AI and its future possibilities.
• Experience in a startup or similarly fast‑paced environment with frequent change and a sense of urgency.
• Strong attention to detail and a natural desire for organization.
• Proven experience prioritizing multiple projects, assignments, and meeting deadlines.
• Demonstrated high levels of integrity and discretion.
• Proficiency with G Suite.
• Self‑starter attitude; ability to work in ambiguous environments with minimal direction.
• Ability to adapt to change with a positive, upbeat attitude and enthusiasm.
• Professionalism and composure in stressful situations and when meeting short deadlines.
• In‑office presence required Monday‑Thursday (NYC office); Fridays remote when the CEO is onsite, with flexible scheduling when she is not at HQ.
• Strong customer‑service orientation; positive, friendly, and approachable.
• Commitment to continuous learning.
• 4‑year college degree preferred or equivalent work experience.
• 5+ years of experience in similar or related roles supporting C‑suite leaders.

Compensation

The New York City base salary range for this role is $120,000 – $150,000 per year. Conductor maintains competitive, performance‑based compensation programs.

Schedule

In‑office presence required Monday‑Thursday (NYC office). Fridays are remote when the CEO is onsite, with a more flexible schedule when she is not at headquarters.