Executive Assistant

Executive Assistant

Location: Venice, CA

Overview

At Coco, we're reimagining last-mile delivery with a fleet of autonomous robots built for the real world. Our mission is to make delivery more accessible, reliable, and sustainable—one city at a time. We're already operating in Los Angeles, Chicago, Miami, San Jose, Jersey City, and Helsinki, and we've completed hundreds of thousands of orders for thousands of merchants. But we're just getting started.

About the Role

As Executive Assistant to Coco's leadership team, you'll be the operational backbone of the people who run this company. You'll own their calendars, coordinate their travel, run point on their meetings, and quietly resolve a hundred small things a day so they can focus on the big ones. When things hit the fan, you're often the first to know and the first to move.

This isn't a role for someone who wants to grow into supporting an exec—you should already have done it for at least one C-suite leader, ideally more. The five execs you support will be in different time zones, different meetings, and different priorities at any given moment, and you'll be the one keeping it all from colliding. If you take pride in running a tight ship behind the scenes, you catch the small thing before it becomes a big thing, and you can read a room (or a Slack message) to know what's actually being asked, you'll fit right in.

What You'll Do

• Own the executive calendars: Manage scheduling for five execs across multiple time zones, prioritize ruthlessly, and play the Tetris game of meeting requests, travel, board prep, and personal commitments. Know each leader's preferences—how they like their day structured, who gets through, who doesn't—and protect their time accordingly.

• Coordinate travel end-to-end: Book and manage domestic and international travel (flights, hotels, ground transport, visas), build itineraries that actually make sense, and handle last-minute changes with zero drama. Coco has people across multiple US cities and Helsinki, and the leadership team is on the road constantly—this is a real workload.

• Run point on exec meetings: Set agendas, ensure pre-reads go out on time, manage notes and follow-ups, and chase down owners until action items actually close. Stand up the cadence for board meetings, leadership offsites, all-hands, and recurring exec syncs so the company runs predictably.

• Handle expenses, vendors, and the operational miscellany: Submit expenses, manage corporate cards, coordinate with vendors and venues, order what needs ordering, and make sure none of it is the reason an exec lost an hour of their day.

• Plan exec events and offsites: Own logistics for leadership offsites, customer and partner dinners, recruiting events, and the occasional board dinner—budget, venue, agenda, run-of-show, the works.

• Be a trusted second set of eyes: Read drafts, triage incoming requests, decline gracefully on an exec's behalf when appropriate, and surface what actually needs attention. Treat everything you see—comp data, board materials, partnership negotiations, personnel decisions—with absolute discretion.

Basic Qualifications

• 5+ years of experience as an Executive Assistant supporting at least one C-suite or senior VP leader at a fast-paced company. Bonus if you've supported multiple leaders simultaneously—that's the shape of this role.

• Demonstrated mastery of complex calendar management: you treat scheduling as a skill, not a chore, and you've kept multiple senior leaders on track through travel, board cycles, and overlapping priorities.

• Track record of handling confidential information with absolute discretion. Comp, headcount changes, board materials, partnership terms, personnel issues—none of it leaks, none of it gets gossiped about, ever.

• Sharp written and verbal communication: you can draft a clean email on behalf of an exec, you can say "no" professionally on their behalf, and you know when to push back versus when to just figure it out.

• Extreme attention to detail and zero tolerance for things falling through the cracks. If you've ever booked someone on the wrong day, it haunted you, and you built a system to make sure it never happened again.

• Highly proactive operating style: you spot problems before they land, you make decisions independently when needed, and you don't need every step spelled out. You bring solutions, not just questions.

• Strong fluency with the everyday operating tools: Google Workspace (especially Calendar and Gmail), Slack, Notion, expense platforms (Brex, Ramp, or similar), and travel booking tools (Navan, TripActions, or similar).

• Willingness to be reachable outside business hours when something actually needs you. Robot delivery doesn't stop at 5 PM, and neither do the people running this company.

Preferred Qualifications

• Experience at a high-growth startup, ideally one operating across multiple cities or countries.

• Background supporting a CEO directly, including board interactions and investor communications.

• Experience planning and executing leadership offsites, customer events, or board dinners end-to-end.

• Comfort coordinating international travel and managing logistics across time zones.

• Light project management or chief-of-staff-adjacent experience a plus—running a recurring program, owning a small workstream, or driving cross-functional follow-through.