Executive Assistant

Ivo•San Francisco, CA

3d•Onsite

About The Position

Ivo is seeking an Executive Assistant to support its CEO & co-founder. This role is crucial for the smooth operation of the CEO's daily activities, including managing their calendar, travel arrangements, inbox, and expenses. The Executive Assistant will act as the primary point of contact for various stakeholders and will be responsible for ensuring the CEO's time is managed effectively. This is a high-trust, fast-paced, and varied role that requires exceptional organizational skills and discretion. The position is based in the San Francisco office, working five days a week in person, in collaboration with the Chief of Staff to manage the CEO's operational needs.

Requirements

3+ years supporting a CEO, founder, or senior executive in a fast-moving environment (startup, top-tier consulting/banking, or high-bar in-house EA role).
Exceptional organization skills.
Strong written communication skills.
High judgment and total discretion.
Bias to action; proactive in setting up processes.
Comfort with administrative tasks like managing calendars, expense reports, and reservations.
Ability to work in-person in San Francisco, five days a week.
Flexibility on hours when travel or events demand it.

Nice To Haves

Experience supporting a founder through a Series B or scale-up phase.
Comfort with tools like Google Workspace, Slack, Notion, Ramp, and travel platforms.
A sense for hospitality and making people feel taken care of.
A desire to grow into other skills over time (project management, ops, chief-of-staff-adjacent work).

Responsibilities

Coordinate with the leadership team, board, investors, customers, and candidates on the CEO’s behalf.
Prepare meeting materials and pre-reads, take notes, and capture next steps.
Host visitors in the SF office.
Manage the CEO’s calendar end-to-end, including scheduling, rescheduling, prioritizing, and protecting time.
Make real-time decisions on scheduling conflicts or escalate when necessary.
Build the weekly operational cadence for the CEO.
Book and manage all travel arrangements (flights, hotels, ground transport, on-site logistics) for the CEO.
Build complete and detailed travel itineraries.
Anticipate potential travel issues and develop contingency plans.
Handle expenses, receipts, and reimbursements promptly.
Triage the CEO’s inbox, surface urgent items, draft routine replies, and track follow-ups.
Manage restaurant reservations, gifts, and personal logistics that impact the workday.
Identify recurring issues and implement systems to prevent them.