Executive Assistant

About the role

Archetype AI is developing the world's first AI platform to bring AI into the real world. 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.

Responsibilities

• Executive Support (CEO & COO) - 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.
• Office Management & Workplace Experience - 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.
• 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.
• People Operations & Onboarding - 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.
• Strategic Coordination - 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.

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 Have

• 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.