Executive Assistant

Role overview

Care of Chan is hiring an Executive Assistant to act as the Founder’s dependable partner and help keep the organization moving with clarity and discipline. As the company expands across event production, hospitality experiences, and new ventures, this position will provide direct support that strengthens structure, follow-through, and day-to-day execution in a fast-paced setting.

The person in this role will be responsible for making the Founder’s daily operations more effective by organizing priorities, maintaining momentum across initiatives, and coordinating work across teams while handling executive details with care and confidentiality. The role suits someone highly organized, relationship-focused, and comfortable operating in entrepreneurial environments with a strong sense of ownership. It requires the ability to manage the Founder’s projects and priorities thoughtfully and to make independent decisions when appropriate.

This position partners closely with the Managing Director and leadership team and is based in Lower Manhattan with a hybrid work arrangement.

Key responsibilities

The role centers on two main areas: supporting the Founder’s priorities and handling executive operations.

• Organize, monitor, and maintain the Founder’s priorities, commitments, and major initiatives across the business.
• Draft meeting agendas, briefing documents, notes, and follow-up action items for both internal and external discussions.
• Keep leadership decisions, deliverables, and next steps moving until completion.
• Help evaluate and rank incoming requests, opportunities, and meetings on behalf of the Founder.
• Serve as a coordination point between the Founder and internal teams.
• Spot potential issues early and resolve gaps before they become larger problems.
• Research topics and prepare concise summaries to support decision-making on new work.
• Create or improve templates, systems, and operational processes that increase efficiency as the company scales.
• Manage calendar flow, scheduling processes, and executive logistics in coordination with administrative support.
• Coordinate leadership meeting cadence, agendas, and tracking of action items.
• Arrange travel, reservations, and other executive needs.
• Make sure important messages, deliverables, and deadlines are tracked and addressed promptly.
• Strengthen systems and workflows that support executive communication and operations.
• Represent the Founder when interacting with clients, vendors, and outside partners, when needed.
• Raise bottlenecks, communication issues, or competing priorities when escalation is required.

Required background

• 3 to 5 years of experience in executive support, operations, project management, agency settings, or a similar function.
• Prior experience supporting a founder, senior leader, or a fast-moving leadership group.
• Strong organizational ability and a sharp eye for detail.
• Excellent written and spoken communication skills.
• Comfort managing several priorities at once without losing progress.
• Ability to exercise independent judgment without constant supervision.
• High emotional intelligence, professionalism, and discretion.
• Comfort working with sensitive and confidential information in a trusted environment.
• Resourceful, accountable, and solutions-oriented approach to problem-solving.
• Exposure to agency, hospitality, or event-driven environments is preferred.
• Proficiency with Google Workspace, project management tools, and operational systems.

What success looks like

• You consistently take responsibility for outcomes and move work forward without needing repeated follow-up.
• You handle confidential information and relationship dynamics with maturity and sound judgment.
• You value structure, accountability, and precise execution.
• You communicate proactively, keep stakeholders informed, and anticipate what others need to know.
• You adapt calmly when priorities shift or the business evolves.
• You think strategically, weigh options carefully, and know when to act independently versus escalate.

Location and work arrangement

This is a hybrid position based in the New York metro area. Team members work from the Lower Manhattan office three days each week, with occasional onsite support required for local events.

About Care of Chan

Care of Chan is a hospitality-led experiential marketing agency that creates memorable, culture-driven experiences for brands focused on connection and impact. The team blends strategy, production, and hosting to bring people together around ideas, in person whenever possible, often with food as part of the experience. Their work is designed to build community, drive relevance, and leave a lasting impression.

Compensation and benefits

The base pay for this position is estimated at $75,000 to $85,000 per year. Under New York law, this range represents the company’s good-faith estimate of base compensation, and the final amount may vary based on lawful, non-discriminatory factors such as experience, knowledge, and skill.

Team members receive competitive pay, paid time off, benefits, and periodic research-and-development trips to the team’s favorite restaurants.

Equal opportunity statement

Care of Chan is committed to equal employment opportunity. All qualified candidates will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, pregnancy, caregiver status, or any other status protected by applicable federal, state, or local law.