Executive Assistant

Ivo Inc.•San Francisco, CA

1d•Onsite

About The Position

Ivo is seeking an Executive Assistant to support their CEO & co-founder. This role is crucial for the CEO's daily operations, managing calendars, travel, inboxes, expenses, and other essential tasks. The Executive Assistant will act as the primary point of contact for the CEO's schedule and communications, ensuring smooth operations and efficient time management. This is a fast-paced, high-trust position that requires handling confidential information and making judgment calls on behalf of the CEO's time. The role is based in San Francisco, requiring a five-day-a-week in-office presence. The Executive Assistant will work closely with the Chief of Staff, forming an operational partnership to support the CEO. As the company grows, there may be opportunities to support other executive team members, with a focus on maintaining the CEO's priorities.

Requirements

3+ years of experience supporting a CEO, founder, or senior executive in a fast-paced environment (e.g., startup, top-tier consulting/banking, or high-bar in-house EA role).
Exceptional organizational skills with the ability to manage multiple tasks simultaneously.
Strong written communication skills, capable of drafting polished and contextually appropriate communications in the CEO's voice.
High level of judgment and discretion for handling sensitive information and conversations.
A proactive bias to action, with the ability to initiate and set up tasks independently.
Comfort and pride in managing administrative tasks such as calendars, expense reports, and reservations.
Ability to work in-person in San Francisco, five days a week, with flexibility for extended hours when needed for travel or events.

Nice To Haves

Experience supporting a founder through a Series B or scale-up phase.
Familiarity with tools such as Google Workspace, Slack, Notion, Ramp, and various travel platforms, or the ability to quickly learn them.
A strong sense of hospitality, making individuals feel well-cared for.
Desire to grow into additional skills over time, such as project management, operations, or chief-of-staff adjacent work.

Responsibilities

Manage the CEO's calendar end to end, including scheduling, rescheduling, prioritizing, and protecting time for critical work.
Make real-time decisions on scheduling conflicts and escalate when necessary.
Establish and maintain the weekly cadence of meetings, including 1:1s, leadership meetings, customer time, focus blocks, and recovery time.
Book and manage all travel arrangements (flights, hotels, ground transport, on-site logistics) for the CEO, including domestic and international trips.
Build comprehensive travel itineraries and develop contingency plans for potential issues.
Process expenses, receipts, and reimbursements promptly.
Triage the CEO's inbox, identify urgent matters, draft routine replies in the CEO's voice, and ensure no important communications are missed.
Track internal and external follow-ups and commitments, ensuring closure.
Handle miscellaneous tasks such as restaurant reservations, gift arrangements, and personal logistics that impact the workday.
Identify recurring issues and implement systems to prevent them.
Partner closely with the Chief of Staff to ensure a unified understanding of the CEO's activities and to provide mutual support.
Coordinate with the leadership team, board members, investors, customers, and candidates on behalf of the CEO with professionalism.
Prepare meeting materials and pre-reads, take notes when required, and document clear next steps.
Assist in hosting visitors in the San Francisco office, ensuring a positive experience.
Provide support to other members of the executive team as the company grows, while prioritizing the CEO's needs.