Executive Assistant/Personal Assistant to CEO at Series A AI Startup

Responsibilities

• Proactively manage the CEO's calendar, coordinating scheduling with stakeholders and prioritizing commitments efficiently.
• Think holistically about the schedule to ensure seamless coordination of personal and professional activities.
• Provide personal support, including running errands, coordinating family scheduling needs, and helping prep for family travel.
• Support email communications, including triaging emails and ensuring timely follow-ups.
• Handle travel arrangements, including booking flights, accommodations, and coordinating logistics for both professional and personal trips.
• Oversee trip and speaking engagement preparation, ensuring all necessary items, such as attire, equipment, and accommodations, are in place.
• Prepare the CEO for meetings by gathering relevant bios and materials, assisting in presentation preparation, taking notes, and providing key details.
• Track key relationships, ensuring connections are maintained and leveraged effectively during travel and engagements.
• Manage office vendor relationships and day-to-day office operations, including stocking supplies, coordinating lunch orders, and overseeing local tasks like printing materials for speaking engagements.
• Process expenses and maintain records and documentation.
• Execute ad hoc projects and operational tasks with speed and follow-through.

Qualifications

• Previous experience as an Executive Assistant, ideally in a high-growth startup supporting a senior leader in a combined EA/PA capacity.
• Highly organized with exceptional attention to detail. Quick and responsive, with strong triage and prioritization skills; comfortable managing a constant stream of shifting priorities.
• Strong writing and communication skills, with the ability to adapt tone and style to represent leadership effectively.
• Proactive and resourceful, with a problem-solving mindset and a willingness to take initiative and run with ambiguity.
• Adaptable and flexible, comfortable running personal errands and providing a blend of EA, PA, and light office management support.
• Strong interpersonal skills; able to read the room, understand dynamics, and navigate professional interactions with a range of personalities.
• Able to maintain confidentiality and handle sensitive information with discretion.
• Tech-savvy; experience using GSuite, Slack, HubSpot, and workflow management tools, along with awareness of modern security protocols and best practices for digital communications.
• Familiarity with AI tools such as ChatGPT, DeepSeek, and Claude is preferred.