Executive Assistant

Executive Assistant

*In-Person San Francisco, CA (Downtown)* Reports to: Founder & CEO Full-Time, On-Site

About the Company

A fast-growing, venture-backed startup building security infrastructure for AI and technology companies. The company works with a number of well-known, fast-moving AI and tech-native businesses as customers, and has raised significant funding from top-tier venture investors as it scales. It is led by a solo, deeply technical founder and CEO, and operates as a lean, high-growth team out of its San Francisco office.

This is a newly created role. The company has not had an Executive Assistant before, and this hire will report directly to the CEO.

About the CEO

The CEO is a hands-on, highly technical founder with a background in cybersecurity and software engineering. He runs a lean team, moves quickly, and is looking for an Executive Assistant who can function as a true extension of himself: someone technical enough to represent him confidently with customers and partners, sharp enough to bring order to a fast-moving startup environment, and direct enough to match his own no-nonsense communication style.

Executive & Business Support

• Own calendar management and scheduling, including proactive time-blocking to protect focus time and resolve conflicts before they become a problem.
• Triage the inbox with clear prioritization: anything customer-facing is treated as top priority and escalated immediately; everything else is managed and organized without needing to be chased.
• Prepare pre-reads, agendas, and follow-up notes for meetings, and ensure action items are tracked to completion.
• Prepare materials for board meetings and support ongoing investor relations and reporting needs.
• Sit in on leadership and strategy meetings as needed, take notes, and track follow-through.
• Act as a trusted extension of the CEO. As trust is established, take on real decision-making authority, including approving small expenses and responding to select emails on his behalf.
• Serve as a first point of contact for external partners, customers, and visitors, ensuring a smooth, professional experience.
• Support cross-functional project management, tracking deadlines across initiatives so nothing slips.
• Conduct quick research on vendors, market topics, or competitive questions and present clear, concise findings.
• Review contracts before they reach the CEO, flagging anything unusual and looping in legal support when needed.

Travel Coordination

• Plan and book all business travel end to end, including flights, hotels, and detailed itineraries.
• Manage passport, visa, and Global Entry needs.
• Optimize points, miles, and loyalty programs.
• Occasional travel with the CEO, primarily for conferences.

Financial & Administrative Support

• Coordinate with the company’s CPA each tax season, gathering and organizing documents and receipts (this role does not prepare taxes directly).
• Manage bill pay, accounts payable, and vendor payments.
• Prepare and reconcile expense reports and corporate card statements.
• Track budgets and prepare variance reporting.
• Support light bookkeeping and coordinate with the company’s outside bookkeeper or accountant.
• Assist with investment paperwork and legal contract routing, including e-signature coordination.
• Track and manage license and permit renewals for the business.

Office Management (Part-Time Office Manager Function)

• Serve as a light, part-time office manager for the company’s San Francisco office.
• Own daily catered lunch ordering and coordination for the team (roughly 12 to 15 people in office).
• Keep the office stocked and running smoothly, and audit and fix day-to-day processes that currently have no clear owner.
• Manage vendor relationships for IT, cleaning, supplies, and catering.
• Serve as the point of contact for office lease and facilities needs, including support for any future office moves or build-outs.
• Coordinate interview scheduling and candidate logistics as the team hires.
• Support new hire onboarding and offboarding logistics, such as equipment and desk setup.
• Help shape and manage office culture initiatives.
• Plan and coordinate office events, happy hours, and holiday celebrations.
• Proactively source and purchase gifts for employees and business relationships ahead of key dates.

Technical Proficiency

• Google Workspace: Gmail, Calendar, Drive, Docs, and Sheets (expert-level required…