Administrative Assistant

Job Description

Job Description

Mountain View, CA | $160,000 – $200,000 Base | Onsite

Our client, a rapidly growing AI startup developing advanced technology for some of the world’s leading AI companies, is seeking an exceptional Operations Coordinator to support the Head of Business Development and their team. This is a newly created role offering significant opportunity for growth and expanded responsibility. The ideal candidate is highly intelligent, resourceful, proactive, and comfortable operating in a fast-paced environment where priorities can shift quickly. This is an exciting opportunity for someone who wants to build a trusted partnership with a senior executive and grow alongside a rapidly scaling company.

 

What You’ll Do

· Provide dedicated operational and administrative support to the Head of Business Development and serve as a trusted partner to the broader team.

· Build a strong understanding of business priorities, proactively anticipating needs and helping drive critical initiatives forward.

· Manage a diverse portfolio of projects across business operations, strategic partnerships, customer engagement, investor relations, and fundraising activities.

· Coordinate complex calendars and scheduling across executives, internal stakeholders, customers, investors, and external partners.

· Prepare meeting agendas, briefing materials, research, and other supporting documents to ensure leaders are well-equipped for key conversations.

· Attend meetings as needed, track action items, facilitate follow-up, and help ensure timely execution of commitments.

· Serve as a central point of coordination between teams, ensuring stakeholders have the context and information needed to move projects forward efficiently.

· Draft, organize, and manage communications, meeting recaps, and follow-up correspondence on behalf of the team.

· Coordinate domestic travel arrangements, expense reporting, and logistics for business meetings and events.

· Support client, investor, partner, and candidate interactions by creating a seamless and professional experience before, during, and after meetings.

· Plan and execute team events, recruiting initiatives, offsites, customer meetings, and other internal and external gatherings.

· Assist with workplace operations and special projects, including office expansion efforts, facility improvements, vendor coordination, and space planning initiatives.

· Welcome and host visitors, helping create a positive experience for customers, investors, candidates, and business partners.

· Act as a cross-functional resource, partnering with teams such as Recruiting, Finance, Facilities, and Operations to address business needs and remove roadblocks.

· Research solutions, troubleshoot challenges, and independently drive projects from concept through completion with minimal oversight.

· Continuously identify opportunities to improve workflows, streamline processes, and implement scalable systems that support company growth.

· Take on increasing levels of ownership and responsibility as the role and organization continue to evolve.

 

What We’re Looking For

· 5+ years of relevant professional experience, ideally within a high-growth startup or similarly fast-paced environment.

· Experience in operations, project coordination, executive support, or another role requiring strong ownership and cross-functional collaboration.

· Bachelor’s degree highly preferred.

· Highly intelligent, resourceful, and naturally curious with strong problem-solving abilities.

· Extremely proactive and self-motivated, with the ability to identify what needs to be done without waiting for direction.

· Excellent written and verbal communication skills, with confidence interacting with internal and external stakeholders.

· Strong project management skills and the ability to manage multiple priorities simultaneously.

· Comfortable handling ad hoc requests and jumping into new projects as business needs evolve.

· Polished, flexible, and comfortable working closely with senior leadership.

· Ability to build strong partnerships and earn trust quickly.

· Someone who is excited by growth and wants to take on increasing responsibility over time.

 

Schedule and Location

Fully onsite in Mountain View, CA. The role requires flexibility to travel to San Francisco with the Head of Business Development for meetings as needed. Must be accessible and willing to work overtime as required.

 

Compensation

The expected salary range is $160,000 – $200,000, depending on experience and qualifications, plus equity and comprehensive benefits.