Executive Assistant

divh2Why Join Ivo?/h2pEvery civilization runs on the same infrastructure: agreements between people who dont fully trust each other. Sumerians pressed them into clay. Romans carved them into stone. We bury them in 80-page PDFs./ppThe way those agreements are reviewed hasnt changed in four thousand years - a human reads the whole thing and tries not to miss anything. Were building the AI that finally changes that. Ivo is the contract intelligence platform of choice for companies like Uber, Meta, Canva, IBM, and Shopify. We recently raised our Series B and have grown 800% over the last 12 months./ph2About the Role/h2pWere hiring an Executive Assistant to support our CEO co-founder. This is a pure EA role: calendar, travel, inbox, expenses, and the dozens of small things that make a CEOs week run. It sits at the center of how Ivo operates. Youll be the person who knows where the CEO needs to be, what he needs to read before he gets there, and what needs to happen the moment a meeting ends./ppThe CEOs calendar is a mix of customer meetings, board and investor work, recruiting, internal 1:1s, product reviews, and travel. The role is fast, varied, and high-trust. Youll 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./ppThis 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 were together, and this role in particular only works in person./ppYoull also work in close partnership with the Chief of Staff. The two of you together are the operating system around the CEO: the CoS owns strategic projects, prioritization, and follow-through, and you own the time, the logistics, and the day-to-day. Youll trade context constantly, cover for each other when one of you is heads-down, and make sure nothing falls between you./ppThe CEO is your primary partner. Over time, you may also provide support to other members of the executive team as the company grows. Well be thoughtful about scope: your bandwidth and judgment lead the way, and we wont stretch you so thin that the CEO doesnt come first./ph2What Youll Do/h2h3Be the connective tissue/h3ullipPartner closely with the Chief of Staff. You both share a single picture of what the CEO is doing, whats coming next, and what needs to be unblocked, and you cover for each other when one of you is offline./p/lilipCoordinate with the leadership team, board, investors, customers, and candidates on the CEOs behalf, with the polish those audiences expect./p/lilipPrep meeting materials and pre-reads, take notes when needed, and capture clear next steps./p/lilipHelp host visitors in the SF office (customers, candidates, partners) so every touchpoint with Ivo feels considered./p/li/ulh3Own the calendar/h3ullipManage the CEOs calendar end to end: scheduling, rescheduling, prioritizing, and protecting time for the work that matters most./p/lilipMake hard trade-offs in real time. When two important things conflict, you make the call (or know exactly when to escalate)./p/lilipBuild the weekly cadence: standing 1:1s, leadership meetings, customer time, focus blocks, and recovery time after travel./p/li/ulh3Run travel and logistics/h3ullipBook and manage all travel (flights, hotels, ground transport, on-site logistics) for a CEO who travels often, including domestic, international, and customer trips./p/lilipBuild clean, complete itineraries. Anticipate what could go wrong and have a plan B before it does./p/lilipHandle expenses, receipts, and reimbursements promptly so nothing piles up./p/li/ulh3Run the inbox/h3ullipTriage the CEOs inbox: surface whats urgent, draft replies in his voice for routine items, and make sure nothing important slips through./p/lilipTrack follow-ups and commitments, internal and external, and close the loop./p/li/ulh3Make the small things invisible/h3ullipRestaurant reservations, gifts, personal logistics that bleed into the workday, the dozens of one-off asks a week. You handle them quietly and well./p/lilipSpot patterns and quietly fix them. If something keeps going wrong, you build the system that prevents it./p/li/ulh2What Were Looking For/h2ullip3+ 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./p/lilipExceptional organization. You can hold a hundred moving pieces in your head and on paper, and never drop one./p/lilipStrong 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 CEOs voice./p/lilipHigh judgment and total discretion. Youll be in the room (or on the thread) for sensitive conversations every day./p/lilipA bias to action. You dont wait for things to be set up; you set them up. Today over tomorrow./p/lilipComfort with the unglamorous. Calendars, expense reports, and dinner reservations are most of the job, and you take pride in doing them perfectly./p/lilipIn-person, in San Francisco, five days a week, with flexibility on hours when travel or events demand it./p/li/ulh2Bonus Points/h2ullipExperience supporting a founder through a Series B or scale-up phase./p/lilipComfort with tools like Google Workspace, Slack, Notion, Ramp, and travel platforms (or you can pick them up in a week)./p/lilipA sense for hospitality. You make people feel taken care of, whether thats a board director visiting the office or a candidate flying in./p/lilipA second set of skills youd like to grow into over time (project management, ops, chief-of-staff-adjacent work). This role is the foundation, not the ceiling./p/li/ulh2Why This Role Is Special/h2ullipYoull work shoulder-to-shoulder with a founder building one of the fastest-growing AI companies in legal tech. Your work directly shapes how he spends his time, and how Ivo grows./p/lilipYoull be one of the most trusted people in the company from day one./p/lilipYoull see the whole company (product, sales, customers, board, recruiting) not just one corner of it./p/lilipWe invest in our people. Strong EAs at Ivo grow into bigger ops, chief-of-staff, or people-team roles over time, if thats what they want./p/li/ulh2Logistics/h2pLocation: San Francisco, in-office five days a week. Our HQ is at 100 Montgomery Street in downtown SF, a short walk from Embarcadero BART./ppHours: Standard business hours with flexibility. Expect occasional early mornings, late evenings, or weekend touchpoints around travel and major events./ppReports to: CEO co-founder. Primary support is for the CEO, with the possibility of extending support to other members of the executive team over time./ph2Compensation Benefits/h2ullipFull medical, dental, and vision coverage./p/lilipFive-days-in-office culture with stocked snacks, dinners for anyone working past 7pm, and Uber home covered./p/lilipA team that ranks in the top 5% on RepVue and that youll actually like spending the day with./plt;//li/ul/div