Executive Assistant
Palo Alto, California
Operations /
Full Time /
On-site
We're seeking a highly organized, proactive Executive Assistant to provide comprehensive support to our C-suite leadership. This role will serve as the operational backbone that enables our executive team to focus on scaling our groundbreaking AI technology. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional judgment, and can anticipate needs before they arise.
What You'll Do
- Manage complex calendars, scheduling, and travel arrangements for C-suite executives, prioritizing time effectively and resolving conflicts proactively
- Coordinate high-stakes internal and external meetings, including preparation of materials, agenda setting, and follow-up action items
- Act as a liaison between executives and internal teams, external partners, investors, and board members
- Prepare and edit correspondence, presentations, and documents with meticulous attention to detail
- Plan and execute team events, offsites, and company gatherings that strengthen our culture and advance strategic objectives
- Manage expense reports, invoices, and administrative documentation with precision and discretion
- Support strategic initiatives by collecting information, coordinating cross-functional participation, and tracking progress
- Anticipate executive needs and proactively provide solutions before problems arise
- Handle confidential and sensitive information with the utmost professionalism and discretion
What We're Looking For
- 5+ years of experience supporting C-level executives, preferably in a high-growth technology company
- Exceptional organizational skills with ability to prioritize competing demands in a fast-paced environment
- Strong communication skills, both written and verbal, with meticulous attention to detail
- Technical proficiency with Google Workspace, Microsoft Office, project management tools, and scheduling systems
- Problem-solving mindset with the ability to make sound decisions independently
- Adaptability and flexibility to thrive in an evolving startup environment
- Experience in AI/ML, creative technology, or startup environments is a plus
Standout Qualities
- Proactive anticipation of needs and obstacles before they arise
- Calm under pressure with ability to manage competing priorities gracefully
- Exceptional interpersonal skills and emotional intelligence
- Strong judgment about when to make decisions independently vs. when to escalate
- Resourcefulness and creativity in problem-solving
