Executive Assistant

Assist World•San Francisco Bay, CA

3d•Hybrid

About The Position

Mission Serve as a trusted executive assistant to the founders, managing their schedules and priorities while overseeing office operations and acting as a culture carrier. Maintain a vibrant, connected team environment, including during founders' absences, by being the on-the-ground link that keeps energy high, morale strong, and the company's heartbeat pulsing with positivity and optimism. Outcomes ● Executive Support: Seamlessly handle all administrative tasks for both founders, including calendar management, travel, meeting prep, email triage, and ad-hoc projects, ensuring founders can focus on high-level strategy and decision-making. ● Office Management: Oversee the SF office operations on a hybrid basis (three days per week in-office), including supplies, event planning, onboarding new employees, and overall creating a clean, beautiful, high-energy workplace that supports productivity. ● Travel Coordination: Book travel, lodging and workspace on behalf of the entire team, including periodic weeks (e.g. every other month) when the whole company, including any remote employees, will all be in SF together. ● Culture Cultivation: Act as the founders' eyes and ears, providing daily morning updates on team performance, attendance, energy levels, and any emerging issues, while proactively fostering a positive atmosphere through team-building activities, recognition programs, insurance, company policies, and open communication channels. ● Team Connectivity: Bridge the gap between founders and the team during travel or remote periods, relaying key messages, gathering feedback, and ensuring employees feel heard, valued, and directly linked to leadership. Assist and manage employee onboarding and payroll. ● SaaS and Vendor Management: Make sure invoices get paid on time, and make sure our external vendors for compliance, legal, accounting, taxes etc. have the context they need and are delivering results in a timely manner. Provision access for the entire team to all our SaaS products during onboarding and offboarding. ● Energy Maintenance:Organize and lead initiatives to keep office morale high, such as social events, wellness activities, or motivational check-ins, resulting in measurable improvements in team satisfaction and engagement metrics.

Requirements

Organizational Mastery: Excels in multitasking and prioritization, using tools like calendars, project management software, and communication platforms to keep everything running smoothly.
Interpersonal Excellence: Outgoing and approachable, builds strong relationships across all levels of the organization, communicating effectively with empathy, positivity, and optimism to inspire and motivate others.
Discretion and Trustworthiness: Handles sensitive information with the utmost confidentiality, earning trust as a reliable confidant who provides honest, insightful feedback.
Culture Advocacy: Embodies and promotes a positive, optimistic, productive company culture, sensing team energy and intervening with creative solutions to maintain high spirits and connectivity.
Adaptability: Thrives in a dynamic environment, adjusting to founders' travel schedules, unexpected requests, and evolving team needs while maintaining composure and efficiency.
Strong Communication: Delivers clear, concise updates and reports, both verbally in daily meetings and in written form, ensuring founders are always informed and aligned.

Responsibilities

Own executive email, calendar, and scheduling; prioritize requests, filter noise, and protect deep-work time.
Coordinate meetings, travel, and logistics for founders and the broader team.
Manage operational workflows across vendors, payroll support, benefits questions, subscriptions, and administrative tasks.
Act as a first point of contact for employees on day-to-day operational and benefits questions.
Support board communications and logistics, including scheduling meetings, coordinating materials, managing follow-ups, and ensuring timely, professional communication with board members.
Support investor communications and logistics, including scheduling, materials, follow-ups, and basic tracking.
Research and evaluate vendors, recruiting firms, and service providers; coordinate next steps.
Organize and maintain internal documentation and systems.
Support office operations, events, offsites, and on-the-ground needs during leadership visits.
Handle select personal tasks that reduce executive load and enable focus.