Executive Assistant

About the role

Mill is a waste prevention technology company reimagining what it means to eliminate waste, starting with food. We build smart systems and infrastructure for homes, businesses, and municipalities that transform food scraps from landfill-bound waste into valuable resources, including chicken feed. Tens of thousands of Mill’s residential food recyclers are already helping households divert millions of pounds of food scraps every year, paving the way for our upcoming launch of Mill Commercial—the industry’s first end-to-end solution for managing, understanding, and preventing food waste in commercial environments (e.g. grocery, restaurants, food services). At Mill, we are passionate about building easy-to-use, beautifully designed technologies that keep food in the food system and out of landfills. Based in San Francisco.

Responsibilities

• Executive support & founder coordination: manage a complex, fast-moving calendar, proactively resolving conflicts and protecting time for what matters most
• Draft, edit, and proofread executive-level written communications — emails, memos, board materials, talking points — with precision and the right tone for the audience
• Exercise independent judgment on what's urgent, what can wait, and what needs immediate escalation
• Understand how to engage with your executive's direct reports across a wide remit — Comms/Public Affairs, People, and GTM (Marketing, Creative, Sales Enablement)
• Confidentiality & information management: handle a high volume of sensitive material with absolute discretion, including People/HR matters, confidential communications strategy, business performance and budget, founder-level strategy and external relationships
• Maintain clear information boundaries between workstreams and confidential HR matters, understanding precisely what can and cannot cross between rooms
• Recognize when something is above your access level and route it accordingly, without needing to be told
• Assess administrative items from adjacent functions (accounting, people ops) for importance and flag what needs your executive's attention, even where you don't have direct access
• Operational excellence: own the fundamentals flawlessly — travel, expenses, meeting logistics, briefing prep, follow-up tracking; anticipate needs before they're voiced; close loops without being asked
• Coordinate seamlessly with other executive assistants and admins across the company and with external stakeholders (board members, investors, partners)
• Use AI tools (e.g., Claude, scheduling assistants, transcription tools) to move faster on recurring work while knowing when something needs a human hand
• Culture & team health: serve as an informal pulse-check on team morale and dynamics — noticing what's not being said in meetings, flagging friction points early, helping your executive read the room; build trusted relationships across the org so people feel comfortable being candid with you

Requirements

• 7+ years supporting senior executives, ideally C-suite, in a fast-moving or high-growth environment, including exposure to HR/personnel-sensitive material
• Excellent written communication — clear, tight, executive-ready
• Sound judgment and composure operating in ambiguity, under pressure, and across sensitive confidences
• Strong instinct for people and relationships, with genuine ease coordinating with other admins and calibrating to a "founder ready" standard
• Fluent and resourceful with the AI tools that support our leaders
• The kind of person other assistants want to work with; cross‑admin collaboration and relationships are critical to this role

Pay

The estimated base salary range for this position is $175k to $200k, which does not include the value of benefits or a potential equity grant.