Executive Assistant

Executive Assistant

Philo is a cutting-edge TV streaming company revolutionizing the way people watch their favorite television shows and movies. We are seeking a highly motivated and organized Executive Assistant to support our executive team in achieving our mission of providing top-quality entertainment to our customers. As an Executive Assistant at Philo, you will play a crucial role in ensuring seamless communication, coordination, and execution of various tasks to facilitate the smooth operation of our business.

This position will be located in Brooklyn, NY with an expectation of 5 days per week in office.

• Calendar Management: Own complex, high-volume calendars for C-suite executives across multiple time zones and offices. Triage competing priorities, make independent tradeoff decisions on scheduling, and proactively resolve conflicts before they surface.

• Meeting Coordination: Run logistics for executive staff meetings, leadership offsites, and board and investor meetings — agendas, pre-reads, materials, follow-ups. Ensure executives walk into every meeting prepared.

• Travel Arrangements: Arrange and coordinate travel logistics for executives, including flight bookings, hotel accommodations, ground transportation, and any other travel-related requirements.

• Communication Facilitation: Serve as gatekeeper and trusted proxy for the C-suite with internal leaders, board members, investors, and external partners. Draft and respond to communications on the executives' behalf where appropriate.

• Information Management: Organize and maintain sensitive and confidential information, ensuring that all data and documents are appropriately filed and easily accessible to relevant parties.

• Document Preparation: Assist in the creation, editing, and formatting of various business documents, presentations, and reports to ensure consistency and professionalism.

• Project Support: Provide support to ongoing projects and initiatives, assisting in research, data collection, and progress tracking to help meet project deadlines.

• Office Operations: Collaborate with the office management team to ensure the office environment is conducive to productivity and efficiency. Help coordinate office events and activities as needed.

• Special Assignments: Undertake special projects or tasks as assigned by the executive team, demonstrating adaptability and problem-solving skills.

• Confidentiality and Discretion: Handle board materials, compensation data, personnel matters, and strategic initiatives with absolute discretion. This role sits close to the most sensitive information in the company.

• Expense and Vendor Administration: Manage executive expense reporting, invoice approvals, and vendor coordination accurately and on schedule.

• Proven Experience: 8+ years as an Executive Assistant, including at least 4 years directly supporting C-level executives (CEO, CFO, COO, or equivalent). Experience supporting a founder or CEO at a venture-backed tech or media company is strongly preferred.

• Executive Judgment: Track record of operating autonomously on behalf of an executive — making decisions, setting priorities, and pushing back when needed without waiting for direction.

• Board and Stakeholder Exposure: Direct experience coordinating with board members, investors, or comparable senior external stakeholders.

• Organizational
  
  Skills:
  
  Demonstrated ability to manage multiple tasks simultaneously, set priorities, and meet deadlines while maintaining a high level of attention to detail.

• Communication: Excellent written and verbal communication skills with the ability to interact professionally with individuals at all levels of the organization and external partners.

• Tech Savvy: P…