Senior Executive Assistant

Responsibilities

• Proactively manage Andrew's calendar by prioritizing and scheduling meetings with internal and external stakeholders, ensuring optimal time management and efficiency across all of his companies and board commitments.
• Anticipate conflicts, provide strategic recommendations, and ensure Andrew is well-prepared with the necessary context and briefing materials for each engagement. Track action items and ensure timely follow-ups.
• Arrange business travel arrangements for Andrew, and other staff members as needed. Plan and help with logistics for a variety of events for AI Fund and its ecosystem companies.
• Submit monthly expense reports for reimbursement or upload receipts for Andrew.
• Project Manage the Letter of Recommendation Process: Track incoming recommendation requests and deadlines, edit drafts, coordinate reviews with the Chief of Staff and Andrew for final approval, and submit letters of recommendation. (Stanford applications, Immigration-based Talent visa applications for ecosystem partners, etc.)
• Support Andrew’s Chief of Staff in driving the logistics and communications for the Andrew’s Speaking engagements/conferences and ensure seamless coordination with event organizers and execution.
• Support Andrew's responsibilities as a board member of public companies such as Coursera and Amazon, including preparing for board meetings, coordinating related scheduling and travel, and managing associated documentation and follow-ups.
• Prepare/assist with presentations, reports, and other documentation needed by Andrew.
• Voicemail box follow-up.
• Support COO and Operations Manager on miscellaneous operational and administrative matters.

Requirements

• Bachelor's Degree in Business Administration, or related fields.
• A minimum of 5 years of experience in administrative roles is required, with a strong preference for experience supporting C-Suite executives.
• Strong organizational skills that reflect the ability to own and manage complex calendars, prioritize multiple tasks seamlessly with excellent attention to detail.
• Some experience in Marketing, Communications, or Event Management is preferred to effectively coordinate speaking engagements, conferences, and external communications.
• Strong written and verbal English communication and interpersonal skills, with the ability to draft, edit, and proofread executive-level materials.
• Strong problem-solving skills and ability to anticipate needs, prioritize tasks efficiently, proactively resolve issues, and adapt in a fast-paced environment.
• Demonstrated ability to use good judgment and discretion in handling confidential and sensitive information.
• Highly resourceful team player, with the ability to work independently and ask relevant questions to do one’s job effectively.
• Demonstrated ability to meet deadlines in a fast-paced environment.
• High level of responsiveness and adaptability – Ability to support a dynamic executive with a fast-paced schedule (including across multiple time zones when he travels).
• Proficiency in office software, project management and collaboration tools (e.g., Google Workspace, Microsoft 365, Asana, Slack, Zoom) along with genuine fluency in AI tools (e.g., ChatGPT, Claude, Gemini) and a habit of using them to work faster and smarter. A natural curiosity and willingness to adopt new technologies as they emerge.