Operations & Executive Assistant

Archetype AI•San Mateo, CA

1d•Hybrid

About The Position

This is a high-trust, high-impact role for someone who wants to operate at the intersection of executive support, workplace operations, and strategic coordination. Reporting to the Head of Operations, you will be the right hand to our CEO and COO and a force multiplier for the broader leadership team — keeping executives focused, the office humming, and company-wide operations running without friction. You'll wear three hats. As an Executive Assistant, you'll own complex calendars, travel, and meeting preparation for our founders. And a an Office Manager, you'll create a productive, welcoming workplace that people are excited to come into. As one of our earliest operations hires, you'll have the rare chance to build the administrative and operational backbone of the company from the ground up and grow your scope as we do.

Requirements

4–7 years of experience in executive support, office management, or operations role, ideally within a fast-paced tech startup.
Exceptional organizational skills and impeccable attention to detail — you anticipate needs before they're voiced and nothing falls through the cracks.
Mastery of complex calendar management and the judgment to prioritize ruthlessly on behalf of busy executives.
Strong written and verbal communication, with a warm, professional, and confident demeanor.
Utmost discretion and sound judgment when handling confidential financial, legal, and people-related information.
A proactive, ownership-driven problem-solver who thrives with ambiguity and acts independently.
Comfort with modern workplace tools, including Google Workspace and Slack; quick to learn new systems.

Nice To Haves

Experience as an early operations or administrative hire at a high-growth, early-stage company.
Experience supporting multiple executives or founders simultaneously.
Exposure to tech startup and finance/HR/legal operations.
A track record of planning successful team events and offsites.

Responsibilities

Calendar & inbox management: Own complex, frequently shifting calendars for the CEO and COO; triage competing priorities, protect focus time, and ensure leaders are always in the right place with the right context.
Travel & logistics: Plan and book domestic and international travel end-to-end, including itineraries, accommodations, and last-minute changes.
Meeting preparation: Prepare agendas, briefing materials, pre-reads, and follow-ups so executives walk into every meeting fully prepared and walk out with clear next steps.
Expenses & admin: Manage expense reporting, reimbursements, and routine administrative needs for the executives you support.
Communications: Draft, proof, and manage correspondence on behalf of leadership; act as a trusted gatekeeper and liaison with internal and external stakeholders.
Day-to-day operations: Oversee the running of our San Mateo office — vendor relationships (snacks, supplies, cleaning, facilities), mail and packages, and keeping the workspace organized, stocked, and welcoming. This role is in-office Tuesdays and Fridays, with the flexibility to come in on other days when needed, such as receiving deliveries.
First point of contact: Be the friendly face of the office: greet guests, manage access, and create an environment where employees and visitors feel taken care of.
Culture & events: Plan and execute team events, offsites, celebrations, and milestone moments that strengthen our culture as we grow.
Health & safety: Help maintain a safe, compliant, and well-functioning physical environment, coordinating with building management and vendors as needed.
New hire onboarding: Own the logistics that make first days great — workstation and equipment setup, accounts and access, welcome kits, and a smooth, well-orchestrated onboarding experience.
HR & admin support: Support the Head of Operations on day-to-day HR and people-ops administration, including documentation, record-keeping, and coordinating with external providers, while handling sensitive information with complete discretion.
Recruiting coordination: Support hiring efforts by coordinating interview scheduling, candidate communications, and a polished candidate experience.
Operational process: Identify friction in how we work and help design and implement scalable systems, tools, and processes that grow with the company.
Special projects: Take ownership of cross-functional projects spanning operations, finance, legal, and admin — translating leadership priorities into action and keeping initiatives moving to completion.