Executive Assistant

Executive Assistant /Master Scheduler to Founder & CEO

Menlo Park, CA

Schedule - Hybrid, with availability one weekend a month for full coverage as well as in office 4 days a week

Compensation: Up to 230K plus Full benefits DOE

A highly successful Founder and CEO is seeking an exceptional Master Scheduler / Executive Assistant to take complete ownership of a complex, constantly evolving calendar. This is a highly specialized scheduling role for someone who genuinely enjoys solving the daily puzzle of competing priorities, shifting meetings, family commitments, travel, and last-minute changes.

The calendar is the bible. It must always be accurate, strategic, and several steps ahead. The right person understands that master scheduling is like playing Tetris at the highest level: priorities move quickly, plans change frequently, and every adjustment has a ripple effect.

This individual will manage both the principal’s professional calendar and the broader family schedule while overseeing and directing three Virtual Assistants. The ideal candidate is exceptionally organized, calm under pressure, highly responsive, and comfortable with a significant amount of canceling, rescheduling, and rearranging throughout the day.

Key Responsibilities

Own and manage the Founder/CEO’s highly complex professional and personal calendar

Coordinate the broader family schedule, ensuring all professional, personal, household, and family commitments are aligned

Serve as the central point of contact for all scheduling requests and calendar changes

Constantly reassess priorities and make thoughtful judgment calls about what should be moved, protected, delegated, or declined

Manage frequent cancellations and last-minute changes with professionalism and diplomacy

Anticipate scheduling conflicts before they arise and proactively develop solutions

Build in appropriate travel time, preparation time, buffers, and personal commitments

Ensure the principal has all necessary information and context before each meeting

Coordinate closely with internal executives, household staff, family members, outside partners, and other key stakeholders

Oversee, delegate to, and manage the workflow of three Virtual Assistants

Establish clear systems and protocols so the entire support team is working from accurate, current information

Track invitations, confirmations, follow-ups, and outstanding scheduling decisions

Maintain absolute discretion when handling confidential business and family matters

Provide broader executive and administrative support as needed

Ideal Candidate

Significant experience managing an exceptionally complex calendar for a Founder, CEO, entrepreneur, or UHNW principal

A true master scheduler who considers calendar management a core professional strength

Able to see both the big picture and the smallest scheduling details

Highly adaptable and comfortable operating in an environment where plans change frequently

Confident making decisions and reprioritizing without requiring constant direction

Skilled at managing cancellations and changes with warmth, tact, and professionalism

Experienced overseeing remote or virtual administrative support

Exceptionally organized, responsive, and detail-oriented

Calm, composed, and solutions-focused under pressure

Strong written and verbal communication skills

Comfortable blending professional, personal, and family scheduling

Tech-savvy and able to create streamlined systems across calendars, communication platforms, and task-management tools

This is an ideal opportunity for a sophisticated Executive Assistant who thrives on complexity, takes pride in maintaining a flawless calendar, and understands that excellent scheduling is both strategic and deeply service-oriented.