Executive Assistant

Job Title: Executive Administrator

Job Location: Novato, CA or San Francisco, CA

About the Role

We are looking for a highly organized and tech-savvy Executive Administrator to provide direct support to our Managing Director and CEO. The ideal candidate will excel in calendar management, coordination, and documentation, while also leveraging AI tools (including ChatGPT) to streamline daily operations and enhance productivity.

Key Responsibilities

• Manage and prioritize complex calendars, schedules, and appointments for the MD and CEO.
• Organize and coordinate meetings, travel, and events, ensuring efficient time management.
• Prepare and circulate Meeting Agendas, Minutes of Meetings (MoM), and follow-up action trackers.
• Draft professional correspondence, reports, and presentations with attention to detail.
• Leverage AI technologies (ChatGPT, scheduling tools, automation platforms, etc.) to improve workflow efficiency and reduce manual tasks.
• Conduct research, prepare briefs, and provide insights to support leadership decision-making.
• Act as the primary point of contact between MD/CEO and internal/external stakeholders.
• Maintain confidentiality and demonstrate discretion in handling sensitive information.

Required Skills & Experience

• 4 8 years of experience as an Executive Assistant / Executive Administrator / Chief of Staff support role.
• Strong background in calendar management, meeting coordination, and stakeholder communication.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and collaboration tools (Teams, Zoom, Slack).
• Hands-on experience with AI-driven productivity tools (ChatGPT, Notion AI, scheduling automation, etc.).
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize, and work effectively under pressure.
• High degree of professionalism, discretion, and organizational skills.

What We Offer

• Competitive compensation and benefits.
• Exposure to CXO-level decision-making and operations.