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

Early-stage AI startup focused on identifying embedded biases in AI systems is looking for an Executive Assistant/Personal Assistant to provide holistic, all-encompassing support to their Founder & CEO. This venture-backed company has secured significant institutional funding and continues to grow quickly. This is a true EA/PA hybrid: you'll own the CEO's calendar, manage travel logistics, keep him prepared for a steady stream of speaking engagements, and provide a layer of personal support that includes running errands, coordinating for his family, and helping keep the office running day to day. Someone who is quick, proactive, and comfortable jumping between a dozen different priorities without missing a beat. This is a hybrid role, 2-3 days/week based in Venice, CA (schedule shifts week to week based on need). 140K+ DOE + equity, benefits, 401k, and flexible PTO.

 

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. Provide occasional travel booking support for additional leadership team.
• 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.
• Ability 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.