Executive Assistant

Doxel • San Francisco, CA

7d • Onsite

About The Position

Doxel AI is seeking a highly sophisticated, proactive, and resilient Executive Assistant to the CEO to provide comprehensive, high-level administrative, strategic, and personal support. This is a full-time, in-office position at the company’s corporate Bay Area headquarters. The Executive Assistant will serve as a gatekeeper, trusted partner, and operational anchor, supporting a CEO with a high work ethic and managing shifting priorities, board commitments, and international time zones.

The role includes managing and protecting the CEO’s calendar; prioritizing incoming correspondence; preparing meetings, minutes, follow-up actions, presentations, briefs, and financial reviews; and coordinating end-to-end travel logistics. The assistant must remain available during travel windows to handle disruptions and schedule changes. Success includes taking ownership of the calendar and inbox, ensuring meetings and board events are properly prepared, earning the leadership team’s trust, and building processes that save the CEO time.

Doxel builds AI and computer-vision software for the construction industry. Its platform is used by organizations including Shell Oil, Genentech, HCA Healthcare, Kaiser, Turner, and Layton. The company offers a competitive base salary and equity package. Although the position is in-office, the posting describes Doxel’s general culture as remote-first for most roles.

Requirements

• 5–10 years of dedicated experience supporting a corporate CEO or founder.
• Demonstrated ability to handle highly sensitive financial, corporate, and private information with discretion and integrity.
• Ability to thrive in a fast-paced, high-pressure environment while maintaining a calm, professional demeanor.
• High emotional intelligence and resilience when receiving direct, fast-moving feedback.
• Expertise with Google Workspace, Word, Excel, PowerPoint, and Slack.
• Ability to adapt to specialized travel and expense management software.
• Tech-forward approach and willingness to use AI platforms as strategic partners to automate administrative tasks and optimize workflows.

Nice To Haves

• Experience in enterprise B2B SaaS or construction technology.
• Experience supporting a founder through a fundraising or board cycle.
• Familiarity with CRM and expense management tools.

Responsibilities

• Manage, optimize, and protect the CEO’s corporate calendar across shifting priorities, board commitments, and international time zones.
• Monitor, filter, and prioritize incoming corporate emails, calls, and mail.
• Draft high-level correspondence, memos, and professional communications on behalf of the CEO.
• Coordinate executive meetings, record precise minutes, and track follow-up action items.
• Collaborate on corporate presentations, briefs, and financial reviews.
• Arrange end-to-end travel, including air and ground logistics and hotel accommodations.
• Remain available during travel windows to resolve delays, cancellations, and immediate schedule changes.
• Ensure meetings have appropriate attendees, agendas, and preparation materials.
• Support smooth board meetings and leadership offsites, with materials delivered on time.
• Build processes that give the CEO back time each week.
• Use AI platforms to automate routine administrative tasks, optimize executive workflows, and increase leadership-team productivity.

Benefits

• Competitive base salary and equity package.
• Comprehensive medical, dental, and vision insurance, including coverage for employees’ families.
• Home office stipend.
• Monthly cell phone and internet allowance.
• Flexible PTO.
• Generous company holiday policy.
• Unlimited sick days.
• 401(k) program.
• Flexible work environment.

What This Job Offers

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