Executive Assistant

Walden Robotics•San Francisco, CA

44d•$125,250 - $167,000

About The Position

You’re a highly organized, resourceful Executive Assistant who operates at the top of the profession—the kind of hire who raises the bar. In this role, you’ll provide dedicated support to C-suite members and help drive operational excellence across the organization, serving as a strategic partner and trusted advisor to senior leadership. You anticipate needs before they arise, act with discretion, and take real pride in enabling executives to perform at their highest level. Reporting to the Head of Executive Operations, you’ll manage complex and often competing calendars for C-suite members, coordinate travel, organize meetings and events, and help ensure day-to-day operations run smoothly. You’ll interact with investors, customers, and other senior internal and external stakeholders; exercise sound judgment and discretion when handling highly sensitive and confidential information; and serve as a key connective point across a fast-paced, growing organization. You bring a polished, adaptable presence and a proven track record of managing complex executive relationships at the highest level, shifting seamlessly between competing priorities.

Requirements

A track record of proven success across 5+ years of hands-on experience supporting senior executives, founders, or C-suite leadership.
Demonstrated ability to operate as a strategic partner and trusted advisor including operating with discretion on behalf of executives.
Exceptional organizational and time management skills, with the ability to manage competing priorities across C-suite stakeholders without dropping details.
Strong written and verbal communication skills, including the ability to draft polished correspondence and materials on an executive’s behalf.
Proven discretion in handling highly confidential and sensitive information (financial, personnel, board-level, or strategic).
Advanced proficiency with Google Workspace, Microsoft Office, Slack, Zoom, and other modern productivity tools.
Hands-on fluency with AI tools (e.g., ChatGPT, Claude, AI scheduling and meeting assistants) and a track record of using them to streamline real work—plus the initiative to share what you build and help teammates work smarter.
Genuine curiosity, strong problem-solving instincts, and a proactive, no-task-too-big-or-small approach—someone who takes initiative without waiting to be asked.
Polished, professional demeanor with a customer-service and hospitality mindset, comfortable interacting with board members, investors, and senior external stakeholders.

Nice To Haves

Experience in a startup, technology, robotics, engineering, or fast-paced growth environment.
Expert familiarity with expense management platforms, travel booking tools, and budget tracking.
Experience supporting cross-cultural or international coordination.
Hands-on experience configuring AI or automation tools to streamline executive support workflows.

Responsibilities

Own and proactively manage complex, frequently shifting calendars for C-suite members across multiple stakeholders, time zones, and competing priorities.
Independently triage and resolve scheduling conflicts, exercising judgment on what warrants executive attention versus what can be delegated or declined.
Coordinate internal and external meetings end-to-end, including logistics, agendas, pre-reads, briefing materials, and follow-up actions.
Prepare, and often draft, presentations, reports, and other executive-level business communications.
Arrange complex domestic and international travel, including multi-leg itineraries, accommodations, and transportation, anticipating logistical needs and contingencies.
Track and process expense reports, invoices, and reimbursement requests, and help monitor departmental budgets where relevant.
Act as a trusted right hand to C-suite leadership, operating with discretion on their behalf, including drafting correspondence and representing their priorities in cross-functional conversations.
Lead and coordinate cross-functional projects and special initiatives end-to-end, tracking deliverables and following up to ensure timely completion.
Handle highly confidential and sensitive information—including personnel, financial, and strategic matters—with unwavering discretion.
Partner closely with other Executive Assistants and develop relationships across the organization to ensure seamless coordination across the business.
Serve as a point of escalation and problem-solver, identifying issues before they surface and resolving them proactively.
Leverage AI tools and automation to streamline scheduling, task management, and communication workflows, contributing to Walden’s “living the future” culture.
Plan and execute meetings, visits, company events, and other activities as required.