Executive Assistant to CEO and CTO at Fast-growing AI Startup

Stealth-mode AI startup founded by world-class researchers is looking for an Executive Assistant to support their CEO and CTO. Backed by tier one VCs and about to close a significant seed round, this is a rare opportunity to get in on the ground floor of something genuinely transformative and grow with it. In this role, you'll own calendar and scheduling management for the two Co-Founders, travel coordination, and expense management while also helping coordinate the hiring pipeline and plan team off-sites. You will also oversee their office space once secured and provide light personal support to the CEO. Someone extremely detail-oriented who executes with precision while thriving in ambiguity, problem-solving creatively, and moving quickly. This is a hybrid role, 2 days/week, based in San Francisco with occasional trips to Redwood City. 140-170K DOE benefits, equity, discretionary bonus, and real room to grow.

Responsibilities:

• Manage complex calendars and scheduling for the CEO and CTO, including protecting time, minimizing scheduling friction, and building thoughtful buffers throughout the day.
• Coordinate domestic and international travel, itineraries, and logistics for business trips, meetings, and external engagements.
• Support speaking engagements, meetings, and event logistics, including securing meeting space and ensuring all details are organized in advance.
• Manage expense tracking, reconciliation, and administrative documentation with a high degree of accuracy.
• Plan and execute team events and off-sites, including travel, accommodations, and other logistics for attendees.
• Assist with recruiting coordination, including scheduling interviews, managing candidate logistics, and helping maintain a smooth hiring process.
• Partner with internal and external stakeholders such as legal, finance, and vendors to support documentation, signatures, and operational follow-through.
• Handle a wide range of administrative and ad hoc support tasks, including stepping in wherever needed to keep day-to-day operations running smoothly.

Qualifications:

• Previous 3 years of experience as an Executive Assistant in a fast-paced, high-growth startup or similarly dynamic environment.
• Highly intelligent, resourceful, and quick to learn, with strong problem-solving skills and a demonstrated growth mindset.
• Exceptionally detail-oriented and execution-focused, with the ability to deliver high-quality work and earn trust quickly.
• Strong judgment and discretion, with the ability to operate independently while knowing when to escalate or seek input.
• Responsive, dependable, and able to move quickly with a strong sense of urgency and ownership.
• Emotionally intelligent, professional, and skilled at navigating relationships and communication across a variety of stakeholders.
• Adaptable and comfortable wearing multiple hats, stepping into ambiguity, and taking initiative without needing constant direction.
• Open to feedback, eager to improve, and motivated by opportunities to grow over time.
• Comfortable using modern tools and technology, including AI-based platforms, to solve problems efficiently and improve workflow.