Executive Assistant

Ephemeris Net • El Segundo, CA

11h • Hybrid

About The Position

We are hiring an Executive Assistant to be the operational backbone of Ephemeris Net. This is a high-trust, high-visibility role that touches nearly every part of the company; people, office, vendors, IT, and executive support. In the early days, the work will lean heavily toward executive support and day-to-day administration: scheduling, onboarding logistics, processing invoices, owning the office, and covering operations functions in transition from our parent incubator. From there, the role grows with you. As the company scales, you will have the option to either broaden into general ownership across the Operations function, or go deep into supporting a specific executive - our CEO or our CTO. We will shape the path with you based on your interests and where the company needs the most leverage.

Requirements

• 3+ years of experience in an operations, executive assistant, business operations, or chief-of-staff-adjacent role
• Demonstrated ability to execute across multiple functional areas at once — people, finance, office, vendors — without dropping balls
• Strong written communication and documentation instincts; you treat SOPs and wikis as real deliverables
• Proficiency with modern operations tooling (HRIS, expense/card platforms, Microsoft 365, project tracking tools)
• Comfort handling confidential information — compensation, legal, HR, financial — with discretion
• Ability to work in a fast-moving environment without established process and create structure where none exists
• Strong written and oral communicator

Nice To Haves

• Experience at an early-stage (pre-seed to Series B) startup, ideally hardware or deep tech
• Familiarity with multi-site office operations
• Experience running an office — vendor management, facilities, lab or workspace setup

Responsibilities

• Own and manage the calendars for the CEO & CTO, make thoughtful judgment calls on prioritization, meeting structure, buffer time, and blocks protected for focused work.
• Triage executive inboxes: surface what needs attention, handle what does not, and draft responses where helpful.
• Support end-to-end travel for leadership: flights, hotels, ground transportation, visa logistics, and detailed itineraries for multi-stop trips across customer visits, supplier sites, launch campaigns, conferences, and offsites.
• Plan and run all-hands events, team offsites, and company-wide celebrations (launch milestones, holidays, team events) end-to-end — venue, agenda, meals, travel, and on-the-ground logistics.
• Coordinate conference participation when the team attends industry events: registration, booth setup, travel, and on-site support.
• Support Talent team to coordinate candidate onsite logistics for in-person interviews: flights, hotels, ground transport, detailed itineraries, and reimbursement.
• Host visiting customers and partners at our offices: agenda, catering, and coordination with internal hosts.
• Build small traditions that hold a hybrid, two-office team together — anchor-day meals, new-hire welcomes, and cross-office touchpoints.
• Support the performance feedback cadence and culture initiatives as directed.
• Own day-to-day operations for the Oakland office: facilities, supplies, health and safety compliance, and landlord relationship support.
• Support NDA and SOW execution logistics: routing for signature, filing, and tracking status.
• Support vendor onboarding and vetting as new relationships are established.
• Collaborate with Head of Ops to identify and automate processes to reduce overhead and increase team’s efficiency.
• Maintain project tracking and task management tooling (currently Rippling and Microsoft 365).
• Support onboarding and offboarding access management so accounts are set up on day one and revoked promptly on departure.
• Maintain the password management system and support basic security hygiene across the team.

Benefits

• Salary: $75,000 - $110,000 depending on experience
• Generous equity package (early team member level) based on role and experience
• 401k program
• Comprehensive health care coverage
• Unlimited PTO (we expect you to take at least 4 weeks per year, and leadership does the same)

What This Job Offers

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