Executive Assistant/Operations Generalist at Early-stage AI Startup

Seed-funded AI research lab is looking for an Executive Assistant / Operations Generalist. This is a chance to be the first ops/admin hire on an 11-person team and help build the company’s operational foundation. In this role, you’ll work directly with the COO to provide EA support, own new hire onboarding, manage vendors and team events, oversee light office management, and provide support across finance and people ops. Someone resourceful, self-sufficient, and excited to wear multiple hats, with a tactical, do-whatever-it-takes mindset. This is an in-office role, 5 days/week, based in Palo Alto. 130-150K+ DOE + generous benefits, 401K with match, flexible PTO, daily meals, monthly wellness and commuter stipends, and parking onsite.

Responsibilities:

• Provide administrative support to the COO, including calendar management, meeting minutes, and action item tracking.
• Oversee office management at the coworking space, ordering snacks, supplies, and supporting the daily lunch and dinner program.
• Support new hire onboarding, including laptop setup, key cards, documentation, and platform setup in Rippling and other tools.
• Work closely with the COO to support operational needs across people ops, finance, payroll, and workplace operations.
• Manage documents and records, keeping files organized and accessible.
• Source and manage vendors, overseeing relationships and communications.
• Plan team events such as off-sites and dinners.
• Implement scalable processes and systems as the company grows.

Qualifications:

• 3+ years of experience in an Admin, Operations, or similar support role, ideally at a high-growth startup or venture firm.
• Strong problem solver and resourceful to independently solve problems.
• Excited to wear multiple hats and jump in where needed.
• Highly organized, detail-oriented, and able to manage multiple priorities independently.
• Tactical and execution-focused.
• Systems-oriented to implement processes.
• Tech-savvy. Experience with or willingness to learn AI tools, and familiarity with Rippling, Ramp, and payroll platforms, are a plus.