Executive Assistant

About the role

The role is fast, varied, and high-trust. You’ll handle confidential information daily, make judgment calls on behalf of his time, and be the first line of defense for everything that hits his inbox or his door.

This is an in-office role, five days a week, alongside the CEO and the rest of the SF team. We believe great work happens best when we’re together, and this role in particular only works in person.

Responsibilities

• Be the connective tissue
• Coordinate with the leadership team, board, investors, customers, and candidates on the CEO’s behalf, with the polish those audiences expect.
• Prep meeting materials and pre-reads, take notes when needed, and capture clear next steps.
• Help host visitors in the SF office (customers, candidates, partners) so every touchpoint with Ivo feels considered.
• Own the calendar
• Manage the CEO’s calendar end to end: scheduling, rescheduling, prioritizing, and protecting time for the work that matters most.
• Make hard trade-offs in real time. When two important things conflict, you make the call (or know exactly when to escalate).
• Build the weekly cadence: standing 1:1s, leadership meetings, customer time, focus blocks, and recovery time after travel.
• Run travel and logistics
• Book and manage all travel (flights, hotels, ground transport, on-site logistics) for a CEO who travels often, including domestic, international, and customer trips.
• Build clean, complete itineraries. Anticipate what could go wrong and have a plan B before it does.
• Handle expenses, receipts, and reimbursements promptly so nothing piles up. Run the inbox
• Triage the CEO’s inbox: surface what’s urgent, draft replies in his voice for routine items, and make sure nothing important slips through.
• Track follow-ups and commitments, internal and external, and close the loop. Make the small things invisible
• Restaurant reservations, gifts, personal logistics that bleed into the workday, the dozens of one-off asks a week. You handle them quietly and well.
• Spot patterns and quietly fix them. If something keeps going wrong, you build the system that prevents it.

Qualifications

• 3+ years supporting a CEO, founder, or senior executive in a fast-moving environment, such as a startup, top-tier consulting or banking, or a high-bar in-house EA role.
• Exceptional organization. You can hold a hundred moving pieces in your head and on paper, and never drop one.
• Strong written communication. You can draft a polished note to a board member, a warm reply to a candidate, and a tight internal update, all in the CEO’s voice.
• High judgment and total discretion. You’ll be in the room (or on the thread) for sensitive conversations every day.
• A bias to action. You don’t wait for things to be set up; you set them up. Today over tomorrow.
• Comfort with the unglamorous. Calendars, expense reports, and dinner reservations are most of the job, and you take pride in doing them perfectly.
• In-person, in San Francisco, five days a week, with flexibility on hours when travel or events demand it.

Bonus points

• Experience supporting a founder through a Series B or scale-up phase.
• Comfort with tools like Google Workspace, Slack, Notion, Ramp, and travel platforms (or you can pick them up in a week).
• A sense for hospitality. You make people feel taken care of, whether that’s a board director visiting the office or a candidate flying in.
• A second set of skills you’d like to grow into over time (project management, ops, chief-of-staff-adjacent work).

What We Offer

• Competitive Compensation: The USD base salary range for this role is $140,000 - $160,000 (+equity would be on top of this). Final offer details are determined based on experience, expertise, and overall fit.
• Relocation and Visa Support: We also offer relocation assistance for successful applicants moving to SF, as well as support for visa and green card applications where applicable.
• Medical benefits: Comprehensive medical, dental and vision plans to suit the needs of you and your family.
• 401(k) Program: Plan for your future with access to our company-sponsored 401(k) program.
• Commuter Benefits: We provide commuter benefits to help make getting to and from the office easier and more convenient.
• Unlimited PTO: So you can take the time you need to recharge, stay healthy, and bring your best self to work.
• Office Perks: Enjoy a vibrant office with catered lunch provided five days a week, premium snacks and coffee, a gym located in the building, and a dog-friendly environment!