Executive Assistant

Executive Assistant / Operations Coordinator Luxury Event Entertainment Company | Fast Growth | High Ownership

Help Us Create Better Wedding Experiences Without The Chaos

We are a rapidly growing luxury entertainment company that creates high-energy, world-class experiences for weddings. Behind every packed dance floor and seamless event is a team obsessed with excellence, systems, relationships, and execution.

Now we’re looking for the right person to help us scale. Not just an assistant. Not just an administrator.

We’re looking for a highly organized operator who thrives in fast-moving environments, loves bringing order to complexity, and wants to become a critical part of a tight-knit, high-performing team.

If you love systems, communication, solving problems before they happen, and helping visionary leaders stay focused on growth — you may be exactly who we’re looking for.

Who This Role Is For You might be a fit if:

• You naturally create order where others see chaos
• You notice gaps and inefficiencies before anyone asks
• You enjoy improving systems, workflows, and communication
• You are energized by fast-paced environments
• You can manage dozens of moving pieces without dropping details
• You communicate clearly, confidently, and professionally
• You take ownership instead of waiting for direction
• You care deeply about people and culture
• You want to grow with a company, not just work for one

This role is part executive assistant, part operations coordinator, part systems thinker.

You will help protect the CEO’s time, strengthen the organization behind the scenes, and help the company continue scaling without losing the culture and excellence that got us here.

What You’ll Actually Do

Executive Support

• Manage and organize email communication
• Own calendar management and scheduling
• Coordinate meetings, appointments, and logistics
• Help prioritize the CEO’s time and attention
• Ensure follow-through on important tasks and deadlines

Operations & Systems

• Maintain and improve internal systems and workflows
• Identify operational gaps and help solve them
• Create processes that improve communication and efficiency
• Document SOPs and team procedures
• Help keep projects and priorities moving forward

Team & Culture Support

• Help maintain a positive, high-energy team environment
• Support communication between departments and team members
• Help create consistency and clarity as the company grows
• Protect and strengthen our culture through organization and follow-through

What Success Looks Like Within 6 months:

• The CEO operates with more focus, clarity, and freedom
• Communication becomes smoother and more proactive
• Systems are more organized and scalable
• Important details stop falling through the cracks
• Team members feel more supported and aligned
• Problems are solved before they become emergencies
• You become someone the team deeply trusts.

About Our Culture Our company is:

• Fast-moving
• Energetic
• Team-oriented
• Systems-driven
• Growth-minded
• Excellence-focused

We work hard. We care deeply about the experience we create. We support each other. We communicate directly. We solve problems quickly. We believe culture matters as much as talent.

This is not the right fit for someone who:

• Needs constant direction
• Avoids responsibility
• Struggles with change or fast pace
• Wants a quiet, repetitive administrative role

This IS the right fit for someone who:

• Loves ownership
• Thinks proactively
• Wants to grow
• Enjoys building structure
• Thrives in momentum

Skills & Experience Ideal candidates likely have experience in:

• Executive assistant roles
• Operations coordination
• Project management
• Hospitality, events, or fast-paced service businesses
• Systems/software management

Helpful traits:

• Strong organizational ability
• Excellent written communication
• Emotional intelligence
• High attention to detail
• Ability to prioritize under pressure
• Tech comfort and adaptability

The Opportunity This is an opportunity to become a key player in a growing company with a strong reputation, strong culture, and a clear vision for the future.

We are not looking for someone to simply “help out.” We are looking for someone who wants to help build something exceptional.

Ready to join the team? Apply directly through this job board to complete the initial screening. If your application is a match, keep a close eye on your inbox—we will reach out quickly with the next steps!

Pay: $45,000.00 - $59,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Application Question(s):

• Do you consider yourself someone who naturally enjoys solving problems?

Experience:

• Executive administrative support: 1 year (Required)

Ability to Commute:

• Halfmoon, NY 12065 (Required)

Work Location: In person