Executive Assistant & Operations

Prox•San Francisco, CA

4d•$100,000 - $120,000•Onsite

About The Position

Prox is an AI product assistant for manufacturers, designed to transform their documentation and knowledge into an expert system. This system can answer questions, cite sources, and generate necessary artifacts, assisting customers, dealers, sales teams, support representatives, field technicians, and internal teams with product selection, installation, troubleshooting, servicing, variant comparison, quoting, and knowledge retention. Prox serves manufacturers in specialized industries such as pro AV, live production, camera and lighting, construction, material handling, HVAC, commercial foodservice, industrial cleaning, powersports, marine, and outdoor power equipment. The company is backed by prominent investors including Y Combinator, Bloomberg Beta, Paul Graham, SV Angel, and Burst Capital. Currently, Prox has two founders and is looking to expand its team to five. The company operates using a high-context operating system that includes calendars, inboxes, hiring workflows, meeting notes, HR/admin, vendor management, customer follow-ups, and a git-based knowledge graph for durable memory. The day-to-day tools include Google Workspace, Slack, Ashby, email, scheduling tools, HR/payroll tools, Attio, Linear, meeting transcripts, spreadsheets, vendors, and AI agents. This role is crucial for maintaining the operational layer, ensuring founders can trust the system and focus on core business functions like customers, hiring, and product development. The ideal candidate possesses a strong aversion to repetition, viewing it as a design flaw rather than a task. They are an operator with a keen eye for systems, capable of identifying inefficiencies and implementing solutions for significant impact with minimal effort. This individual takes initiative to improve processes without seeking permission and has a high standard for the aesthetic and quality of their output, whether it be emails, calendar invites, event plans, or other communications. They act as a judgment layer, managing operational chaos and continuously enhancing systems to support the founders' strategic focus.

Requirements

Proficiency with tools such as Google Workspace, Slack, Ashby, Attio, Linear, spreadsheets, calendar systems, HR tools, and AI tools.
Ability to become productive in a new system within days.
Strong writing skills with a natural voice, clean formatting, and ability to draft communications that require minimal editing.
A keen sense of taste, with an aversion to output that appears rough or bot-like.
Systems thinking ability, viewing recurring tasks as design flaws to be addressed.
Operational obsessiveness, ensuring calendars, inboxes, documents, vendors, candidate flows, event plans, and reminders are consistently up-to-date.
High-trust individual capable of maintaining confidentiality of sensitive information.
Deep care for the work, treating details as personal responsibilities.

Nice To Haves

Startup operations experience
Events coordination experience
Recruiting coordination experience
Office management experience
Founder support experience

Responsibilities

Provide executive assistance, including scheduling, travel arrangements, logistics, reminders, and occasional personal tasks to ensure founders are well-prepared for their day.
Manage inbox and communication operations, including email triage, follow-ups, drafting responses, handling vendor threads, coordinating candidate communications, and ensuring important messages are not missed.
Oversee meeting operations by preparing agendas, creating prep documents, cleaning up meeting transcripts and Circleback notes, tracking action items and follow-up owners, and maintaining calendar hygiene.
Handle conference and event operations, which includes managing registrations, flights, hotels, booth materials, meeting schedules, dinners, prep documents, and follow-up lists.
Support hiring operations by maintaining Ashby hygiene, scheduling candidates, managing trial logistics, coordinating interviews, assisting with offer paperwork, and supporting onboarding checklists.
Manage HR and company administration tasks, such as payroll coordination, benefits administration, legal document management, vendor follow-up, invoice processing, insurance matters, compliance reminders, and recurring company obligations.
Oversee office operations, including managing meals, supplies, equipment, repairs, guest arrangements, workspace setup, and general friction removal.
Prepare founders by creating agendas, briefs, printed materials, reminders, outlining daily priorities, and ensuring post-meeting follow-through and decision tracking.
Coordinate with contractors, including videographers, designers, content support, agencies, vendors, and other specialists.
Utilize AI tools like Claude Code and Codex for operations, including searching context, drafting content, reconciling information, summarizing, updating systems, and automating repetitive tasks.
Maintain knowledge base hygiene, ensuring the parts of the company's knowledge system that fall under your purview are clean, current, and useful.