Executive Assistant

Archetype AI • San Mateo, CA

4d

About The Position

Archetype AI is seeking an Executive Assistant to support the CEO and COO and help ensure the company’s day-to-day operations run smoothly as it scales. The role combines executive support, office management, and early operations work, enabling the founders to focus on high-priority work while helping build operational processes that can grow with the company.

The position manages executive calendars, meeting preparation, travel, expenses, and correspondence; oversees the San Mateo office and its vendors, deliveries, and guests; and helps new hires get set up for their first day. It also coordinates interviews, team events, and offsites, supports HR administration and cross-functional projects, and contributes to workplace management.

Requirements

• 4–7 years of experience in executive support, office management, or operations, ideally at a fast-paced technology startup.
• A track record of managing complex, changing calendars and prioritizing on behalf of busy executives.
• Exceptional organization, attention to detail, and written and verbal communication skills.
• Sound judgment and discretion when handling confidential financial, legal, and people information.
• Comfort with Google Workspace and Slack, and ability to learn new systems quickly.

Nice To Haves

• Experience as an early operations or administrative hire at a high-growth startup.
• Experience supporting multiple executives or founders simultaneously.
• Exposure to finance, HR, or legal operations.
• A track record of planning successful team events and offsites.

Responsibilities

• Manage the CEO’s and COO’s schedules, prepare them for meetings, and prioritize their time.
• Handle executive travel, expenses, and correspondence end to end, accurately and discreetly.
• Keep the San Mateo office stocked, organized, and welcoming; coordinate vendors, deliveries, and guests.
• Prepare new hires for their first day, including ready workstations and working accounts.
• Coordinate interviews, team events, and offsites to keep them on schedule and ensure they run smoothly.
• Support HR administration and cross-functional projects through to completion.
• Develop scalable processes that reduce day-to-day operational friction.
• Manage workplace operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed