Executive Assistant

Mill•San Bruno, CA

17d•Onsite

About The Position

Mill is a waste prevention technology company that is transforming food scraps into valuable resources. We are seeking an exceptional Executive Assistant to support two executive team members: the Chief Communications Officer (who also serves as Head of People) and the GM of Consumer/GTM (spanning Marketing, Creative, and Sales Enablement). This role is one of three Executive Assistants on the team, with the others supporting the founders directly, requiring an understanding of what "founder ready" looks like. The position is multi-faceted, involving work on communications strategy, people-related inquiries, and go-to-market support, all while managing complex calendars. The role operates in a fast-paced environment with constant ambiguity, requiring the ability to quickly assess situations, draft communications effectively, and remain composed under pressure. This critical role will significantly impact Mill by enabling externally-facing leaders and teams to work more effectively, bringing Mill’s story to life, and supporting the company culture through the People team. The Executive Assistant's ideas and innovations will contribute to Mill's mission to keep food out of landfills.

Requirements

7+ years supporting senior executives, ideally C-suite, in a fast-moving or high-growth environment.
Exposure to HR/personnel-sensitive material.
Excellent written communication — clear, tight, executive-ready.
Sound judgment and composure operating in ambiguity, under pressure, and across sensitive confidences.
Strong instinct for people and relationships.
Genuine ease coordinating with other admins and calibrating to a "founder ready" standard.
Fluent and resourceful with AI tools that support leaders.
The ability to foster cross-admin collaboration and relationships.

Responsibilities

Manage a complex, fast-moving calendar, proactively resolving conflicts and protecting time for what matters most.
Draft, edit, and proofread executive-level written communications — emails, memos, board materials, talking points — with precision and the right tone for the audience.
Exercise independent judgment on what's urgent, what can wait, and what needs immediate escalation.
Understand how to engage with your executive's direct reports across Comms/Public Affairs, People, and GTM (Marketing, Creative, Sales Enablement), building effective working relationships.
Handle a high volume of sensitive material with absolute discretion, including People/HR matters, confidential communications strategy, business performance and budget, and founder-level strategy.
Maintain clear information boundaries between workstreams and confidential HR matters.
Recognize when something is above your access level and route it accordingly.
Assess administrative items from adjacent functions (accounting, people ops) for importance and flag what needs your executive's attention.
Own the fundamentals flawlessly: travel, expenses, meeting logistics, briefing prep, follow-up tracking.
Anticipate needs before they're voiced; close loops without being asked.
Coordinate seamlessly with other executive assistants and admins across the company and with external stakeholders.
Use AI tools to move faster on recurring work while knowing when something needs a human hand.
Serve as an informal pulse-check on team morale and dynamics, noticing what's not being said and flagging friction points.
Build trusted relationships across the organization.