Senior Executive Assistant

Job Description

Job Description

Who We Are:

AI is the new electricity: Just as electricity transformed numerous industries starting 100 years ago, AI is now poised to do the same. AI Fund is a startup studio building new AI companies from the ground up. Our companies bridge AI technology and applications, focusing on industries and problems that we believe move the world forward. Founded by Dr. Andrew Ng (Ai Fund’s Managing General Partner), our team merges a deep understanding of AI technology with a proven ability to start new ventures. We have a unique business model that prepares founding members of a portfolio company with technical validation of the idea, experienced back office operational support, and our team’s AI know-how as well as connections within the AI community. This is an excellent opportunity for you to get in on the ground floor of an exciting AI Venture Firm and through it, grow its portfolio.

Reporting to Andrew Ng's Chief of Staff, as the Senior Executive Assistant, you will work in close partnership with the Chief of Staff to ensure Andrew is fully and seamlessly supported across his ecosystem of organizations, including AI Fund, DeepLearning.AI, and AI Aspire. Your support will also extend to various responsibilities across AI Fund's portfolio companies and the public companies where Andrew holds a board position, such as Coursera and Amazon. While this position is hired under AI Fund, its support spans all of Andrew Ng’s companies. The Chief of Staff sets priorities and direction; you will own and execute the day-to-day logistics that keep Andrew’s schedule, communications, and commitments running smoothly.

Day to day, you will handle a wide variety of office, operations, and administrative tasks, including calendar management, travel arrangements, and event planning.  The ideal candidate is an energetic professional who doesn't mind wearing multiple hats and must be flexible, well-organized, and able to work both independently and in close coordination with the Chief of Staff. 

• 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.

• 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). While work-life balance is respected, the role requires proactive communication and timely execution to ensure priorities are managed effectively.

• 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.

We offer long term incentives such as carried interest and virtual shares. In addition, we offer 401(k) match, 100% paid health benefits for employees.

At AI Fund, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. AI Fund believes that diversity and inclusion among our employees is critical to our success as a company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool. Selection for employment is decided on the basis of qualifications, merit, and business need.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.