Executive Assistant & Office Operations Manager

Neurophos•San Francisco, CA

10d•Onsite

About The Position

At Neurophos, listed as one of EE Times’ 2025 100 Most Promising Start-ups, we are revolutionizing AI computation with the world’s first metamaterial-based optical computing platform. Our design addresses the traditional shortcoming of silicon photonics for inference and provides an unprecedented AI engine with substantially higher throughput and efficiency than any existing solution. We've created an optical metasurface with 10,000x the density of traditional silicon photonics modulators. This enables a solution with 100x gains in power efficiency for neural network computing without sacrificing throughput; we've made improvements there, too. By integrating metamaterials with conventional optoelectronics, our compute-in-memory optical system surpasses existing solutions by a wide margin and enables truly high-performance and cost-effective AI compute. Join us to shape the future of optical computing. Position Overview Neurophos is seeking a proactive, highly organized, and adaptable Executive Assistant to provide comprehensive support to our Chief Financial Officer and Chief Technology Officer. As a key member of our growing team, you will serve as a force multiplier for our leadership, ensuring their time is optimized as we scale. We’re looking for someone eager to operate in an early-stage environment and excited about helping us grow. This is an opportunity to support key executives while also being a driving force in developing the company culture and team.

Requirements

3 to 5+ years in an executive administrative or executive support role, ideally within a high-growth startup.
Excellent calendar management skills, including the coordination of complex meetings and travel.
Great verbal and written communication skills.
Exceptional attention to detail and the ability to manage multiple workstreams simultaneously without oversight.
Self-motivated, takes initiative, and operates with sound judgment. Operates as a trusted partner to all.
Solutions-oriented approach to problem solving.
Proven ability to handle confidential information with absolute integrity.
Confident communicator. Good decorum, discretion, and presence in dealing with internal teams and external partners.
Able to multitask well and handle tasks and projects in an early-stage environment.

Nice To Haves

Strong project management skills with experience coordinating complex events and multi-step processes.
Experience using tools like Asana, Notion, or Trello to track long-term executive projects.
Expert in Google Workspace (Gmail, Calendar, Docs, Sheets) and modern communication tools like Slack and Zoom.
Experience in organising large-scale company events, such as off-sites, conferences, or team-building activities.
Experience managing contracts or other legal matters is a plus.

Responsibilities

Proactively manage complex calendars for the CFO and CTO, resolving scheduling conflicts and prioritizing high-value meetings.
Act as the primary point of contact for senior leadership. Draft correspondence, manage sensitive emails, and facilitate communication.
Coordinate end-to-end travel arrangements, including flights, lodging, and detailed itineraries.
Prepare agendas, take concise minutes, and track action items to ensure follow-through on key initiatives.
Assist with preparing presentation decks, internal documentation, and communications.
As Neurophos grows, you will help establish administrative processes and, as needed, support additional executives.
Manage expensing for supported leaders.
Lead administration for the San Francisco office, coordinating events, looking after day-to-day operations, and helping make it a great place to work.
Oversee relationships with building management, cleaning services, and office suppliers; manage snacks, catering, and office equipment.
Organize team lunches and get-togethers for the San Francisco office to bring people together and foster team culture in our new office.
Help coordinate the "Day 1" experience for new hires in SF, ensuring they have the equipment and access they need.