Executive Assistant & Operations to CEO at Well-Funded AI Research Lab

Executive Assistant & Operations

AI research lab working to accelerate scientific discovery is looking for an Executive Assistant & Operations to support their Co-Founder & CEO. This is a rare opportunity to be the first dedicated EA at a company that is intentionally staying small, and to own both the CEO's day and the office the entire team runs on. In this role, you'll own calendar and inbox management, host investors and candidates when they visit, keep the CEO moving through a packed day of external meetings, coordinate business travel, and provide light personal and family support. You'll also run the office end to end the daily meal program, vendor relationships, building management, and space projects like new furniture and equipment installs. Someone who is proactive, high energy, and deeply resourceful, who notices what has been dropped and picks it up without being asked, and who brings a point of view backed by evidence. This is an in-office role, 5 days/week, based in San Francisco's Financial District, with a fast-paced, long-hours culture the team is upfront about. 150-200K DOE + 100% covered benefits for employees and dependents, 401K with 6% match, flexible PTO, monthly wellness stipend, covered rides to and from the office, and all meals provided.

Responsibilities:

• Own the CEO's calendar end to end, making judgment calls on priorities, protecting focus time, and keeping a full day of internal and external meetings running on schedule.
• Manage the CEO's inbox, triaging what needs his attention and handling correspondence on his behalf.
• Coordinate and host external guests including investors, partners, and interviewing candidates, from registration through getting them settled in the right room.
• Anticipate what is coming up and prepare materials, context, and logistics ahead of key meetings.
• Book and manage business travel, including flights, accommodations, and itineraries.
• Provide light personal support, including family logistics such as school drop off and pick up, and occasional personal administrative tasks.
• Own the office day to day, including the daily meal program, pantry stocking, and vendor relationships.
• Keep the space looking and feeling polished, with an eye for small improvements that make the environment better for the team.
• Serve as the primary point of contact with building management, submitting and following up on service requests until they are resolved.
• Run office improvement projects end to end, coordinating vendors, certificates of insurance, building approvals, freight elevator bookings, and trades.
• Plan and coordinate weekend and off-hours logistics, including deliveries, installations, and custom meal orders.
• Identify opportunities to automate and streamline both office operations and your own workflows, and drive adoption across the team.

Qualifications:

• Previous 3+ years of experience supporting a founder, CEO, or C-suite executive in a fast-paced environment, ideally at a high-growth startup or research lab.
• Exceptional organizational skills and attention to detail.
• Proactive and solutions-oriented with an instinct to anticipate needs rather than wait for direction.
• Strong strategic calendaring skills with the ability to assess priorities, read energy, and make judgment calls on scheduling without being asked.
• Excellent written and verbal communication skills, with the ability to interact with stakeholders at all levels.
• Comfortable both giving and receiving direct feedback, and confident bringing a point of view backed by evidence and a clear recommendation.
• Thrives in ambiguous environments where the playbook is still being written and is excited to bring new ideas on how to work together.
• Systems-oriented and able to introduce practical structure, workflows, and improvements while remaining flexible and efficient.
• Strong hospitality instincts and an eye for presentation and aesthetics, with the ability to make a space look and feel polished and intentional.
• Resourceful with vendors, building management, and logistics, with the persistence to follow through until things are done; previous office management or facilities experience is a plus.
• Comfortable with a light personal and family support component, including regular school drop off and pick up.
• Based in San Francisco and able to be in the office five days a week, with flexibility to shift hours earlier or later as the day requires and to be responsive on weekends.
• Proficient with workplace and productivity tools such as Google Workspace, Slack, Notion, expense-management platforms, calendaring systems, and related operational software; familiarity with AI tools is a plus.

*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.