Executive Assistant

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support our senior leadership team. This is a high-trust, high-autonomy role for someone who operates with discretion, moves fast, and takes genuine ownership of keeping leadership effective and well-prepared. The ideal candidate is not just an organizer — they're a thoughtful partner and a trusted confidant. You'll be the connective tissue between our executives and the world around them, bringing sound judgment and a calm, professional presence to everything you do. This is fully in-office role based in San Mateo where you will support multiple executives.

Main Responsibilities

• Calendar & Schedule Management: Manage complex, multi-executive schedules. Strategically prioritize and protect time in alignment with business objectives.
• Communication & Correspondence: Own the executive inbox. Triage, prioritize, and respond on their behalf — redirecting vendors and external requests with warmth and professionalism. Draft responses and correspondence as needed.
• Meeting Support: Ensure executives begin each day fully prepared: briefing notes, meeting context, open action items, and anything they need to walk in sharp. Prepare agendas and follow up on action items as needed.
• Travel Coordination: Organize domestic and international travel end-to-end: flights, accommodation, ground transport, detailed itineraries, and expense reporting.
• Confidential Support: Manage sensitive and confidential information with the utmost discretion and integrity.
• Project Management: Support strategic projects, internal initiatives, and ad hoc research tasks. Able to pick up a thread and run with it independently.
• Liaison Role: Serve as the primary point of contact between executives and internal/external stakeholders. Build relationships and stay attuned to what's happening on the ground.
• Additional Administrative Support: Complete expense reports, handle personal tasks as needed, and support other executives as needed.

Preferred Attributes

• Background in a fast-paced environment — finance, technology, AI, or startups preferred
• Clear, upfront communicator — comfortable navigating ambiguity with confidence and composure
• Meticulous attention to detail, especially across scheduling and travel; able to prioritize effectively in high-pressure environments
• Strong written and verbal communication skills; professional and warm in every context
• Strong interpersonal relationships — a natural relationship-builder who earns trust quickly across all levels of an organization
• Good judgment — knows when to act independently and when to loop in
• Tech-savvy and comfortable with modern productivity tools
• Familiarity with AI tools or workflow automation — able to help build and maintain systems that reduce manual lift