Executive Assistant & Office Manager

Mecka.ai

Actively Hiring

Growing fast

Showed strong hiring growth in the past month

Executive Assistant & Office Manager

• $70k – $85k
• New York
• Full Time

Reposted: today Recruiter recently active

Job Location New York

Remote Work Policy In office

Visa Sponsorship Not Available

Relocation Not Allowed

The Role

We're hiring an Executive Assistant & Office Manager to be the operational backbone of Mecka's New York office and a force multiplier for leadership.

This is not a traditional EA role. We're looking for someone who is sharp, analytical, and commercially minded — someone who can run the office, support executive workflows, and plug into business development and operations work when needed. You'll be a key part of how Mecka functions day-to-day and a trusted extension of the leadership team.

If you thrive in fast-moving environments, hate wasted motion, and want to be close to the action at a company building something that matters — this is the role.

Responsibilities

• Executive Support

• Manage calendars, travel, and logistics for leadership with precision and proactivity

• Prepare materials, briefings, and research ahead of key meetings and decisions

• Own follow-through on action items — track what was decided, what's due, and what's slipping

• Handle sensitive information and communications with discretion and judgment

• Office Operations

• Own the day-to-day operations of the NYC office — vendor relationships, supplies, facilities, and anything that keeps things running

• Set up and maintain systems and processes that make the office efficient and professional

• Coordinate events, offsites, team meetings, and visitor logistics

• Be the go-to person for anything operational in New York

• Business Development Support

• Support the BD and sales team with research, outreach coordination, and pipeline tracking

• Help prepare decks, briefs, and materials for partner and customer meetings

• Assist in managing relationships — tracking touchpoints, following up, keeping things moving

• Identify opportunities to improve how we manage and grow commercial relationships

• NYC Operations Lead

• Serve as the operational point of contact for the New York office

• Coordinate across teams — sales, deployments, engineering — to ensure NYC runs smoothly

• Flag issues, surface blockers, and solve problems before they escalate

• Help onboard new hires and contractors based in New York

• Who You Are

• Required Experience

• 3+ years in an EA, chief of staff, operations, or generalist role at a fast-moving company

• Demonstrated ability to manage multiple workstreams simultaneously without dropping balls

• Strong written and verbal communication — clear, concise, and professional

• Comfortable with data, metrics, and analytical work — not just logistics

• Experience supporting senior executives or founders directly

• Strong Signals

• Prior experience at a startup, tech company, or high-growth environment

• Exposure to business development, sales operations, or commercial workflows

• Has built or improved internal processes, not just maintained them

• Comfortable using tools like Notion, Slack, Google Workspace, and CRM platforms

• Has operated as a de facto office lead or chief of staff in a previous role

• You Are

• A natural executor — you see what needs to happen and make it happen

• Analytically minded — you bring data and structure to ambiguous problems

• Highly organized without being rigid — you adapt fast when priorities shift

• Discreet, trustworthy, and professional with sensitive information

• Energized by variety — no two days look the same and that's how you like it

• Low ego, high output — you care about outcomes, not credit

• Why This Role

• Be at the center of a fast-growing company doing important work

• High trust, high visibility, and direct access to leadership

• Real scope — this isn't a gatekeeper role, it's a builder role

• Opportunity to grow into broader operations or chief of staff responsibilities over time

• Work out of Mecka's New York office alongside a sharp, driven team

• A Note on Applying

• Studies show women and candidates from underrepresented groups often only apply when they meet 100% of the listed qualifications, while others apply after meeting 60%. If you don't check every box above but believe you can do the job, we encourage you to apply — we're looking for capability and trajectory, not a perfect checklist match.

• Inclusive Hiring at Mecka

• We are committed to creating an inclusive and supportive candidate experience. Should you require any accommodation whatsoever during the interview process, please inform us without any hesitation. Mecka is dedicated to ensuring equal treatment and opportunity in all phases of recruitment, selection, and employment, in compliance with employment law. We do not discriminate based on gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other protected category. Mecka is proud to be an equal opportunity employer, fostering a culture of inclusivity and maintaining a work environment that is free from discrimination, harassment, and retaliation.

• Apply

About the company

Mecka.ai

Actively Hiring More jobs 51-200 Employees

Toronto

51-200

Artificial Intelligence

Growth Showed strong hiring growth in the past month

Learn more about Mecka.ai

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