Executive Assistant

Executive AssistantIn-Person | San Francisco, CA (Downtown)Reports to: Founder & CEO | Full-Time, On-SiteAbout the CompanyA 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 CEOThe 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 SupportOwn 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 CoordinationPlan 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 SupportCoordinate 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 ProficiencyGoogle Workspace: Gmail, Calendar, Drive, Docs, and Sheets (expert-level required).Slack: for internal team coordination.Zoom: for meetings.E-signature tools: DocuSign or equivalent.Bookkeeping / expense tools: QuickBooks or similar.AI fluency: genuine day-to-day use of AI productivity tools is expected, including AI note-taking and calendar tools and coding-adjacent AI tools such as GitHub Copilot or Claude Code. The company is AI-native, and every team member, including this role, is expected to actively use AI to work faster and smarter.QualificationsPrior experience supporting a startup founder or CEO in a fast-paced, resource-lean environment; comfortable executing with minimal process already in place.Highly technical and comfortable operating in a technical, AI-forward environment; able to speak with customers confidently and briefly on the CEO's behalf.Strong, active AI fluency already applied in an EA or PA capacity, not just occasional experimentation.Organized and process-oriented, with the ability to build structure while staying comfortable inside a genuinely fast-moving, occasionally chaotic startup environment.Extremely direct and concise communicator, comfortable working with a manager who is equally direct and values candor over diplomacy.High energy, enthusiastic, and confident operating with real autonomy.This role is not a fit for candidates who need frequent validation, or whose background is highly structured corporate environments.Work Style & ExpectationsOn-site, Monday through Friday, in the company's downtown San Francisco office.Operates as a true extension of the CEO's thinking: once given something, owns it fully without needing to be tracked down for updates.Communication should be extremely concise and to the point. The CEO strongly prefers getting straight to the key information over long explanations.Brings solutions, not problems. Reports status and recommendations rather than asking for permission.Comfortable in an environment where priorities shift quickly as the company grows.Compensation & BenefitsBase salary: $180,000 to $250,000, depending on experience.Health insurance, fully covered for the employee, plus dental and vision.Flexible PTO.