Executive Assistant/Project Coordinator

Our client, an AI and generative media startup, is seeking a highly organized, proactive, and discreet Executive Assistant/Project Coordinator. This role combines executive support, operational coordination, and personal assistance responsibilities to ensure both business and personal priorities run seamlessly. This is an excellent opportunity for someone who enjoys building structure, solving problems proactively, and contributing to a mission-driven company at the forefront of AI and media innovation.

**Please note that this is a temp-to-perm role based in San Francisco, CA. Pay would be $120k-180k/year upon conversion.**

Key Responsibilities:

• Manage complex calendars, schedule meetings, and coordinate across multiple time zones
• Prepare meeting materials, capture notes, and track follow-up action items
• Handle correspondence, draft communications, and maintain strict confidentiality
• Organize detailed domestic and international travel, including flights, accommodations, transportation, and visas
• Liaise with internal teams, investors, and external partners on behalf of the Founder & CEO
• Track key projects, deadlines, and priorities to ensure smooth execution
• Support operational needs across HR, IT, and finance functions
• Assist with administrative finance tasks such as expenses, invoicing, and reimbursements
• Oversee day-to-day office operations to maintain a productive and organized workplace
• Manage office access, deliveries, supplies, and workplace logistics
• Coordinate daily office lunches and other in-office needs
• Plan company offsites, including agendas, travel coordination, and logistics
• Help improve internal processes and systems as the company scales
• Coordinate personal scheduling, appointments, and travel logistics
• Manage household vendors, maintenance appointments, and related logistics
• Handle personal errands, purchases, deliveries, memberships, and renewals
• Support planning and coordination of private events and travel itineraries
• Assist with family-related logistics, including childcare scheduling and appointments

Qualifications:

• Experience supporting early-stage startups, particularly within creative, media, or technology environments
• Familiarity and comfort working with AI tools and AI-driven workflows
• Interest in culture, art, podcasts, media, and emerging technology
• Builder mindset with the ability to create and improve systems proactively from first principles
• 4-5 years of experience supporting founders, executives, or high-profile individuals, preferably within the technology sector
• Exceptional written and verbal communication skills
• Strong organizational skills with meticulous attention to detail
• Ability to operate independently with high ownership and autonomy
• High level of discretion and professionalism handling sensitive information
• Comfortable balancing both professional and personal responsibilities
• Tech-savvy with proficiency in tools such as Google Workspace, Slack, Notion, and similar platforms
• Based near San Francisco with flexibility for hybrid or in-person support as needed

Please submit your resume for immediate consideration!

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