Executive Assistant and Operations Lead
Posted Updated
Description
As our Executive Assistant & Operations Lead, you’ll work directly with the founders to keep their time focused, our hiring moving, and the company running smoothly.
You’ll manage calendars and follow-ups, coordinate interviews, help find candidates, run office operations, and take ownership of projects that need someone to move them forward. This is a hands-on role for someone who notices what needs doing, exercises good judgment, and follows through without repeated reminders.
What you’ll do
- Support the founders. Manage calendars, triage incoming requests, coordinate travel, prepare meeting materials, and handle expenses. Understand priorities and protect time for the work that matters.
- Keep commitments moving. Track action items, deadlines, and follow-ups across founders, teammates, and external partners. Resolve routine issues independently and flag decisions that need attention.
- Own hiring coordination. Keep job postings and candidate records current in Gem, schedule interviews, coordinate candidate visits, collect feedback, and keep candidates informed.
- Help us recruit. Research and source candidates, run targeted outreach, coordinate with recruiting agencies, and conduct initial conversations where appropriate.
- Run the office. Manage vendors, supplies, equipment, visitor logistics, and day-to-day office needs. Organize team events and offsites.
- Make joining the team easy. Coordinate onboarding paperwork, equipment, accounts, and first-week logistics with the relevant teammates and providers.
- Improve how we operate. Build simple processes for recurring work and take on research, vendor comparisons, and other operational projects with the founders.
What we’re looking for
- Experience in executive support, recruiting coordination, office management, or startup operations, including direct work with founders or senior leaders.
- Strong organization and attention to detail across competing priorities.
- Clear written communication and confidence working with candidates, customers, investors, and vendors.
- Good judgment about what to handle independently, what to escalate, and what can wait.
- Discretion with confidential candidate, employee, and company information.
- Comfort learning new tools and using AI to make routine work more efficient.
- Willingness to move between scheduling, recruiting, office logistics, and projects as priorities change.
- Experience sourcing candidates or supporting technical hiring is a plus.
Why join
- Work directly with experienced founders with AWS, FAIR, and Hugging Face backgrounds.
- Own the processes that help a growing AI company hire and operate effectively.
- Build broad experience across recruiting, company operations, and executive support.
- Competitive compensation and equity.