Executive Assistant

About Us

We are a stealth-mode early-stage startup based in Palo Alto, focused on pioneering foundational technologies to enhance AI infrastructure in performance, reliability, and scalability. Our team includes founders and leaders who have built successful products, scaled startups extensively, and achieved meaningful exits. We emphasize trust, ownership, professionalism, and respect to build an environment for impactful and growth-oriented work.

Role Overview

We are searching for a meticulous and proactive Executive Assistant to support our CEO by managing calendar schedules, communications, logistics, and operational processes. This part-time onsite role (20–30 hours weekly) offers potential growth into full-time as the company expands and the CEO's needs evolve. The ideal candidate thrives in fast-paced startup environments, can foresee and address needs efficiently, and brings clarity to dynamic situations.

Key Responsibilities

• Manage and own the CEO's demanding calendar, overseeing scheduling, prioritization, and quick adjustments.
• Coordinate meetings, company offsites, investor engagements, and cross-department reviews with attention to detail and professionalism.
• Handle email filtering, compose communications, and ensure follow-ups on critical tasks and commitments.
• Prepare meeting agendas, document notes, and monitor action points from leadership and operational gatherings.
• Arrange travel plans including itineraries, bookings, and expense reporting.
• Act as the CEO's operational liaison by anticipating requirements, reducing distractions, and focusing on high-priority tasks.
• Assist with office management, vendor relations, and onsite logistics as necessary.
• Maintain confidentiality with sensitive information, exercising sound judgment and discretion.
• Create scalable administrative workflows to support company growth from early-stage to multi-team operations.
• Gradually broaden responsibilities, potentially shifting to full-time and encompassing wider operational and cross-functional coordination duties.

Required Qualifications and Skills

• 5 to 10 years of executive support experience, preferably within startups or fast-growing companies.
• Outstanding skills in calendar management, organization, and priority setting.
• Excellent verbal and written communication skills, adept at drafting emails and internal messaging.
• High level of professionalism, discretion, emotional intelligence, and independent judgment.
• Ability to work autonomously and proactively anticipate the CEO's needs without routine guidance.
• Familiarity with Google Workspace, Slack, Zoom, and basic project management tools.
• Comfortable working onsite at Palo Alto, adaptable to a fast-moving environment.
• Preferably experienced supporting a technical founder or CEO or familiar with early-stage startup operations.

Compensation and Other Details

This part-time role offers an hourly wage between $40 and $60, depending on experience.

Equal Opportunity Statement

We are committed to equal employment opportunities, valuing diverse perspectives, and making decisions based on merit without discrimination against legally protected attributes.

Agency Policy

We do not accept unsolicited resumes from agencies or search firms. Any submissions via official channels become company property, without obligations to pay fees if hiring results.