Executive Assistant

Vapi•San Francisco, CA

24d•$180,000 - $220,000

About The Position

Vapi is seeking an exceptional Executive Assistant to support their CFO and Finance organization. This role will also provide calendaring and ad hoc support to the Head of Talent & People. It is a high-trust, high-impact position for someone who excels at creating order, anticipating needs, and enabling executives to operate at their highest level. The Executive Assistant will act as a force multiplier across the Finance department, interacting with leaders, board members, investors, and cross-functional teams, while handling highly confidential information with discretion. The role involves learning the priorities and operating rhythms of the executives, managing calendars, scheduling, travel, and meeting logistics, building relationships, coordinating leadership and board meetings, managing expenses, and owning operational processes. The ideal candidate will proactively identify problems, remove friction, drive cross-functional projects, improve operational workflows, and serve as a key liaison across Finance, Talent, and executive leadership.

Requirements

3+ years supporting VP-level or executive leaders, ideally in a fast-paced startup.
Exceptionally organized, proactive, and calm under pressure.
Exercises outstanding judgment and discretion with confidential information.
Strong written and verbal communicator.
Comfortable with Google Workspace, Slack, Notion, DocuSign, and AI productivity tools.
Thrives in fast-moving environments where priorities shift quickly.
Takes ownership, follows through, and enjoys making executives and teams more effective.

Responsibilities

Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.
Take ownership of calendars, scheduling, travel, and meeting logistics.
Build relationships across Finance and key cross-functional partners.
Independently manage complex calendars, travel, expenses, and executive communications.
Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.
Own operational processes that keep the Finance organization running smoothly.
Proactively identify problems, remove friction, and keep priorities moving.
Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.
Serve as the connective tissue across Finance, Talent, and executive leadership.